agenda - LA Law Library

Transcription

AGENDA
ACCOMMODATIONS
A person with a disability may contact the Board Secretary’s office at (213) 785-2511 at
least 24 hours before the scheduled meeting to request receipt of an agenda in an
alternative format or to request disability-related accommodations, including aids or
services, in order to participate in the public meeting.
Later requests will be
accommodated to the extent feasible.
AGENDA DESCRIPTIONS
The agenda descriptions are intended to give notice to members of the public of a brief
general description of items of business to be transacted or discussed. The posting of
the recommended actions does not indicate what action will be taken. The Board may
take any action that it deems to be appropriate on the agenda item and is not limited in
any way by the notice of the recommended action. The President reserves the right to
discuss the items listed on the agenda in any order.
REQUESTS AND PROCEDURES TO ADDRESS THE BOARD
A member of the public has the right to address the Board on agenda items or on items
of interest which are not on the agenda and which are within the subject matter
jurisdiction of the Board. All requests to address the Board must be submitted in person
to the Board President prior to the start of the meeting. Public comments will be taken at
the beginning of each meeting as Agenda Item 1.0. A member of the public will be
allowed to address the Board for a total of three (3) minutes for a single item or a
maximum of five (5) minutes for all items unless the President grants more or less time
based on the number of people requesting to speak and the business of the
Board. When members of the public address the Board on agenda items, the President
determines the order in which speakers will be called. Persons addressing the Board
shall not make impertinent, slanderous or profane remarks to the Board, any member of
the Board, staff or general public, nor utter loud, threatening, personal or abusive
language, nor engage in any other disorderly conduct that disrupts or disturbs the orderly
conduct of any Board Meeting. The President may order the removal of any person who
disrupts or disturbs the orderly conduct of any Board Meeting.
AGENDA M ATERIALS
Unless otherwise exempt from disclosure, all materials relating to items on the agenda
distributed to all, or a majority of the members of the Board less than 72 hours prior to the
meeting shall be made available for public inspection at the time the writing is distributed
in the Executive Office of the Law Library.
01/21/2015
Agenda
Page 2
CALL TO ORDER
1.0
PUBLIC COMMENT
2.0
PRESIDENT’S REPORT
3.0
CONSENT CALENDAR
3.1
Approval of Minutes of the December 16, 2014, Regular Board Meeting.
3.2
Review of November 2014 Financials & December 2014 List of Checks
and Warrants.
3.3
Review of Fiscal Year 2015 Statistics – Quarter 2.
3.4
Quarterly Strategic Plan Update.
3.5
Approval of Updated Job Descriptions (Library Clerk – Facilities; and
Technology Manager).
3.6
Approval of Updated Employee Handbook & Personnel Policies Manual.
3.7
Acceptance of Cal Humanities Grant.
4.0
CLOSED SESSION
4.1
Personnel (G.C. 54957). Public Employee Performance Evaluation.
Title: Executive Director.
4.2
Conference with Labor Negotiator (G.C. 54957.6). Library negotiator:
Board President, Hon. Ann I. Jones.
Unrepresented employee:
Executive Director
5.0
DISCUSSION ITEMS
5.1
Discussion and Potential Action Regarding Increase to Executive
Director Compensation.
5.2
Update Regarding Programming for Businesses and Entrepreneurs.
6.0
AGENDA BUILDING
Items not on the posted agenda may be presented by a Trustee and, if
requested, may be referred to staff or placed on the agenda for consideration at
a future meeting of the Board.
7.0
EXECUTIVE DIRECTOR REPORT
7.1
Potential Digitization Opportunity
8.0
ADJOURNMENT
The next Regular Meeting of the Board of Law Library Trustees is scheduled for
Wednesday, February 25, 2015.
POSTED
THURSDAY, JANUARY 15, 2015
POSTED BY
EUSTORGIO BARAJAS
@
6:00 P.M.
AGENDA ITEM 3
CONSENT CALENDAR
.
3.1
Approval of Minutes of the December 16, 2014, Regular Board Meeting.
3.2
Review of November 2014 Financials & December 2014 List of Checks and
Warrants.
3.3
Review of Fiscal Year 2015 Statistics – Quarter 2.
3.4
Quarterly Strategic Plan Update.
3.5
Approval of Updated Job Descriptions (Library Clerk – Facilities; and Technology
Manager).
3.6
Approval of Updated Employee Handbook & Personnel Policies Manual.
3.7
Acceptance of Cal Humanities Grant.
MINUTES OF THE REGULAR BOARD MEETING
OF THE BOARD OF LAW LIBRARY TRUSTEES OF
LOS ANGELES COUNTY
A California Independent Public Agency Under
Business & Professions Code Section 6300 et sq.
December 16, 2014
The Regular Board Meeting of the Board of Law Library Trustees of Los Angeles County was
held on Tuesday, December 16, 2014 at 12:15 p.m., at the Los Angeles County Law Library
Mildred L. Lillie Main Library Building at 301 West First Street, Los Angeles, California 90012,
for the purposes of considering reports of the affairs to the Library, and transacting such other
business as might properly come before the Board of Trustees.
ROLL CALL/QUORUM
Trustees Present:
Judge Michelle Williams Court
Judge Ann I. Jones
Judge Mark Juhas
Kenneth Klein, Esquire
Judge Dennis Landin
Susan Steinhauser, Esquire
Trustees Absent:
Judge Reva Goetz (participated by speaker phone)
Senior Staff Present:
Sandra J. Levin, Executive Director
Jaye Steinbrick, Senior Director
Also Present:
John Kohl, Director, Finance
Meiling Li, Director, Collection Management Services
President Jones determined a quorum to be present, convened the meeting at 12:17 p.m.
and thereafter presided. Executive Director, Sandra Levin recorded the Minutes.
1.0
PUBLIC COMMENT
There were no requests to speak at this time. However, a late request to speak was
accepted following Agenda Item 7.0, Closed Session.
December 16, 2014
BoT Min
Page 2
2.0
PRESIDENT’S REPORT
President Jones thanked the staff on behalf of the Board for the staff and all their hard
work throughout the year. President Jones concluded her comments with warm wishes to
everyone during the holidays and throughout the New Year.
3.0
CONSENT CALENDAR
3.1
Approval of Minutes of the November 18, 2014, Regular Board Meeting.
3.2
Review of October 2014 Financials & November 2014 List of Checks and
Warrants.
3.3
Approval of the 2015 Holiday Schedule.
Staff recommended the Board approved the presented 2015 holiday schedule.
2015 HOLIDAY SCHEDULE
Thursday
January 1, 2015
New Year's Day
Monday
January 19, 2015
Martin Luther King, Jr. Birthday
Thursday
February 12, 2015
Lincoln Day
Monday
February 16, 2015
Presidents’ Day
Tuesday
March 31, 2015
Cesar Chavez Day
Monday
May 25, 2015
Memorial Day
Friday
July 3, 2015
Independence Day
Monday
September 7, 2015
Labor Day
Monday
October 12, 2015
Columbus Day
Wednesday November 11, 2015
Veterans Day
Thursday
November 26, 2015
Thanksgiving Day
Friday
November 27, 2015
Day after Thanksgiving
Friday
December 25, 2015
Christmas Day
Friday
January 1, 2016
New Year’s Day (2016)
December 16, 2014
BoT Min
Page 3
Vice-President Juhas requested a motion to approve the Consent Calendar. So moved by
Trustee Juhas and seconded by Trustee Landin, The Consent Calendar was unanimously
approved, 5-0.
4.0
DISCUSSION ITEMS
Per the President’s prerogative, Agenda Item 4.2, 2015 Board of Trustee Meeting
Schedule, was moved up for discussion at this time.
4.2
2015 Board of Trustee Meeting Schedule.
Staff recommended the Board discuss and approve a 2015 Board Meeting
Schedule.
Following a brief discussion, President Jones requested a motion to approve the
following Wednesday meeting schedule as presented:
WEDNESDAY, 2015 MEETING DATES
*January 21
July 22
February 25
August 26
March 25
*September 16
April 22
October 28
May 27
*November 18
June 24
*December 16
th
*Exceptions to 4 Wednesday schedule to avoid conflicts.
So moved by Trustee Landin and seconded by Trustee Juhas, the motion was
unanimously approved, 5-0.
4.1
Voyager/ Navision Upgrade Report.
Presenters and Staff, Meiling Li and John Kohl, joined the table.
Trustee Steinhauser joined the meeting during the discussion of Agenda Item 4.1.
Li and Kohl gave a brief presentation to the Board on the planned upgrade to both
the Library’s integrated library system (ILS) and its accounting systems. During
the presentation, staff discussed the expectations and process, as well as
anticipated challenges. No action was taken.
5.0
AGENDA BUILDING
There were no items for Agenda Building.
December 16, 2014
BoT Min
Page 4
At this time, President Jones announced the Board would now move into Closed Session, Agenda
Item 7.0, and requested that all members of the public and staff vacate the room.
7.0
CLOSED SESSION
7.1
Personnel (G.C. 54957). Public Employee Performance Evaluation. Title:
Executive Director.
The Board reconvened Open Session at 1:23 p.m. President Jones reported back a
very positive review, thanking ED Levin for the hard work and effort put in
during 2014.
Following Closed Session, a late request for Public Comment was taken per President Jones.
1.0
PUBLIC COMMENT (LATE)
During the 3 minutes allocated to speak, Mr. Tut Hayes complimented the Library
on its beauty, acknowledged the Library for the appropriate placement of the
United States Flag and thanked the Library for providing a local newspaper.
6.0
EXECUTIVE DIRECTOR REPORT
ED Levin highlighted the Library’s “Holidays around the World” display in the lobby,
recognizing the work of Ralph Stahlberg and Neel Agrawal.
8.0
ADJOURNMENT
There being no further business to come before the Board, the meeting was adjourned at
1:26 p.m. The next Regular Meeting of the Board of Law Library Trustees is scheduled
for Wednesday, January 21, 2015.
Sandra J. Levin, Executive Director and Secretary
Los Angeles County Law Library Board of Trustees
Los Angeles Law Library
Balance Sheet
As of November 30, 2014
(Provisional and subject to year-end audit adjustments)
6/30/2014
11/30/2014
Change
Assets
Current Assets
Cash and cash equivalents
Accounts receivable
Prepaid expenses
Total current assets
3,533,474
1,495,778
164,660
5,193,912
3,667,826
1,501,158
250,041
5,419,025
134,352
5,379
85,381
225,113
Investments
CalPERS CERBT Trust Fund
UBS Zero Coupon Treasury Fund
Total Investments
40,647
3,997,438
4,038,085
35,585
4,018,719
4,054,305
(5,062)
21,281
16,219
302,980
583,433
23,100,529
33,218,939
302,980
583,433
22,620,956
32,980,698
(479,573)
(238,241)
Restricted cash and cash equivalents
Capital assets, not being depreciated
Capital assets, being depreciated - net
Total assets
Liabilities and Net Assets
Current Liabilities
Accounts payable
Other liabilities
Payroll liabilities
Total current liabilities
Accrued sick and vacation liability
Borrowers' deposit
OPEB obligation
Total liabilities
Net assets
Invested in capital assets, net of related debt
Unrestricted
Total net assets
Total liabilities and net assets
311,176
12,894
324,070
151,363
(625)
17,100
167,838
(159,813)
(625)
4,206
(156,232)
381,734
302,006
(200,378)
807,432
341,055
310,447
(84,628)
734,712
(40,679)
8,441
115,750
(72,720)
23,683,962
8,727,545
32,411,507
33,218,939
1
23,204,389
9,041,597
32,245,986
32,980,698
(479,573)
314,052
(165,521)
(238,241)
1/15/2015
Income Statement for the Period Ended November 30, 2014
Nov 13
Actual
November 2014
Actual
$ Fav
(Unf)
Budget
FY 2013-14
YTD
% Fav
(Unf)
629,649
4,015
0
43,750
158,519
835,932
614,536
1,175
0
44,167
147,117
806,996
603,007
16,913
9,639
46,724
25,063
701,346
(11,530)
15,737
9,639
2,557
(122,054)
(105,650)
-1.9%
1338.9%
0.0%
5.8%
-83.0%
-13.1%
465,989
188,286
(188,286)
334,709
522,437
(522,437)
327,876
235,469
(235,469)
6,832
286,968
(286,968)
2.0%
54.9%
54.9%
67,804
8,614
6,301
444
500
191
0
275,384
825,227
10,705
70,984
11,870
5,346
50
835
340
4,166
282,651
710,951
96,045
63,719
8,676
4,630
503
0
112
10,675
279,744
695,935
5,411
7,265
3,194
716
(453)
835
228
(6,509)
2,907
15,016
(90,634)
10.2%
26.9%
13.4%
-905.7%
100.0%
67.0%
-156.2%
1.0%
2.1%
-94.4%
0
0
10,705
0
0
96,045
0
0
5,411
0
0
(90,634)
0.0%
0.0%
-94.4%
0
0
0
0
0.0%
Summary:
Income
L.A. Superior Court Fees
Interest
UBS (Zero Coupon Treasury)
Parking
Library Services
Total Income
Expense
Staff
Library Materials
Library Materials Transferred to
Assets
Facilities
Technology
General
Professional Development
Communications & Marketing
Travel & Entertainment
Professional Services
Depreciation
Total Expenses
Net Income
Extraordinary Income
Extraordinary Expense
Net Income Including Extraordinary Items
3,126,204
20,497
0
288,665
330,371
3,765,738
Budget
FY 2014-15 YTD
Actual
$ Fav
(Unf)
3,051,175 2,882,443
39,127
2,923
0
21,091
220,833
280,248
259,486
252,723
3,570,621 3,439,428
1,898,419 1,807,332 1,768,108
744,369 1,303,739
865,555
(744,369) (1,303,739) (865,555)
329,638
42,855
24,521
5,802
2,725
603
19,978
1,378,599
3,703,140
62,598
0
186,407
(123,809)
0
Capitalized Expenditures
1
361,513
341,322
56,142
44,516
29,069
25,020
4,599
7,430
5,625
244
1,630
769
36,832
28,038
1,393,808 1,389,503
3,696,549 3,604,949
(125,928) (165,521)
% Fav
(Unf)
(168,732)
(36,204)
21,091
59,415
(6,763)
(131,193)
-5.5%
-92.5%
0.0%
26.9%
-2.6%
-3.7%
39,224
438,184
(438,184)
2.2%
33.6%
33.6%
20,191
11,625
4,049
(2,831)
5,381
861
8,794
4,306
91,600
(39,592)
5.6%
20.7%
13.9%
-61.6%
95.7%
52.8%
23.9%
0.3%
2.5%
-31.4%
0
0
(125,928)
0
0
(165,521)
0
0
(39,592)
0.0%
0.0%
-31.4%
128,000
44,374
83,626
65.3%
Comments
1/15/2015
Nov 13
Actual
November 2014
Actual
$ Fav
(Unf)
Budget
FY 2013-14
YTD
% Fav
(Unf)
629,649
614,536
603,007
(11,530)
-1.9%
15 FIN
Detailed Budget:
Income:
303300 L.A. Superior Court Fees
0
3,866
149
0
0
1,029
146
0
0
1,408
193
15,272
0
379
47
15,272
0.0%
36.8%
32.2%
0.0%
15
15
15
15
FIN
FIN
FIN
FIN
311000
312000
313000
313100
0
4,015
0
1,175
39
16,913
39
15,737
0.0%
1338.9%
15 FIN
313200
0
0
9,639
9,639
0.0%
15 FIN
Interest - Bonds
Subtotal
Unrealized Invest. Gain/Loss
321000
UBS (Zero Coupon Treasury)
43,750
0
43,750
43,750
417
44,167
46,724
0
46,724
2,974
(417)
2,557
6.8%
-100.0%
5.8%
39 FAC
39 FAC
330100
330105
16
7,065
3,090
5,565
2,134
261
813
0
8,500
1,050
5,000
2,100
3,750
300
81
5,680
2,283
4,831
2,749
5,725
1,018
81
(2,820)
1,233
(169)
649
1,975
718
0.0%
-33.2%
117.4%
-3.4%
30.9%
52.7%
239.3%
27
25
23
27
27
27
15
CIRC
P&P
R&R
CIRC
CIRC
CIRC
FIN
330150
330140
330340
330129
330205
330210
330310
13,163
2,750
825
(1,925)
-70.0%
39 FAC
330330
1,057
0
120,000
0
356
5,000
158,519
835,932
250
0
120,000
0
333
3,084
147,117
806,996
1,372
0
0
0
499
0
25,063
701,346
1,122
0
(120,000)
0
166
(3,084)
(122,054)
(115,290)
448.7%
0.0%
-100.0%
0.0%
49.8%
-100.0%
-83.0%
-14.3%
27
15
17
25
39
39
330350
330360
330400
330420
330450
330465
301,326
195,458
193,233
0
34,403
(3,909)
24,299
0
19,074
2,225
CIRC
FIN
EXEC
P&P
FAC
FAC
Book Replacement
Forfeited Deposits
Friends of Law Library
Grants
Vending
Special Events Income
Subtotal
Total Income
Expenses:
Staff:
501000
Salaries (benefits eligible)
(3,909)
100.0%
15 FIN
501025
Staff Vacancy Offset (Ben. Eligible)
5,225
21.5%
ALL
501050
Salaries (benefits ineligible)
501075
Staff Vacancy Offset (Ben. Ineligible)
0
(321)
100.0%
15 FIN
17,295
4,625
22,565
41,138
444
4,445
579
73
0
8,779
2,889
0
13,625
3,186
21,713
42,249
400
6,173
688
77
(1,762)
6,982
0
200
11,074
2,944
21,367
40,945
427
5,720
628
113
0
6,642
0
828
2,551
243
346
1,304
(27)
453
60
(37)
(1,762)
340
0
(628)
18.7%
7.6%
1.6%
3.1%
-6.7%
7.3%
8.7%
-47.8%
100.0%
4.9%
0.0%
-314.0%
15
15
15
15
15
15
15
15
15
15
15
0
0
Room Rental
ALL
(321)
0
0
Parking:
Parking
Parking
Valet
Valet
Parking
Parking (NEW ACCOUNT)
Subtotal
Library Services:
Annual Borrowing Fee
Annual Members Fee
Course Registration
Copy Center
Document Delivery
Fines
Miscellaneous
1.1%
0
0
0
Interest:
Interest - LAIF
Interest - General Fund
Interest - Deposit Fund
Interest - CalPERS CERBT
0
0
0.0%
0.0%
FIN
FIN
FIN
FIN
FIN
FIN
FIN
FIN
FIN
FIN
FIN
ALL
502000
503000
511000
512000
513000
514000
514500
515000
515500
516000
517000
514010
Social Security
Medicare
Retirement
Health Insurance
Disability Insurance
Dental Insurance
Vision Insurance
Life Insurance
Vacancy Benefits Offset
Workers Compensation Insurance
Unemployment Insurance
Temporary Employment
13 HR
15 FIN
514015
517500
Recruitment
Accrued Sick Expense
FY 2014-15 YTD
Actual
$ Fav
(Unf)
Budget
3,126,204 3,051,175 2,882,443
% Fav
(Unf)
(168,732)
-5.5%
Comments
Even though the FY 2015 Budget reflects a decrease in revenue as
compared to FY 2014, November YTD revenue has decreased 5.5%
compared to the FY 2015 Budget.
0
865
18,916
716
0
0
750
5,146
731
32,500
0
817
6,065
913
(5,062)
67
919
182
(37,562)
8.9%
17.9%
24.9%
-115.6%
0
20,497
0
39,127
190
2,923
190
(36,204)
0.0%
-92.5%
0
0
21,091
21,091
288,665
0
288,665
218,750
2,083
220,833
280,248
0
280,248
61,498
(2,083)
59,415
28.1%
-100.0%
26.9%
Effect of weekend and event parking.
Event parking included in general parking revenue.
2,844
39,795
6,260
28,176
12,818
20,725
68,018
0
42,500
9,150
25,000
10,500
18,750
1,500
1,511
44,575
10,787
26,013
9,960
16,414
31,012
1,511
2,075
1,637
1,013
(540)
(2,336)
29,512
0.0%
4.9%
17.9%
4.1%
-5.1%
-12.5%
1967.5%
Estimated revenue is expected to be $1,800 for the year.
15,757
13,750
10,045
(3,705)
-26.9%
4,315
1,250
2,110
0
0
0
120,000
120,000
85,000
0
0
0
1,316
1,667
2,221
10,348
15,419
13,075
330,371
259,486
252,723
3,765,738 3,570,621 3,439,428
0
0
0
0
0
0
1,113,054 1,078,662 1,059,360
860
0
(35,000)
0
555
(2,344)
(6,763)
(131,193)
68.8%
0.0%
-29.2%
0.0%
33.3%
-15.2%
-2.6%
-3.7%
0
126,467
(21,573)
133,644
0
(1,764)
68,866
17,043
114,604
229,500
2,027
25,100
3,545
498
0
43,897
6,725
0
75,163
17,578
119,421
211,246
1,851
30,092
4,006
543
(9,198)
34,910
0
4,500
2,198
0
2
0
0
0
109,523
0
67,310
16,547
118,510
195,889
2,134
27,320
3,151
425
0
34,568
(19)
8,391
484
0
0.0%
19,302
1.8%
(21,573)
100.0%
24,121
18.0%
(1,764)
100.0%
7,853
1,031
911
15,357
(283)
2,772
855
118
(9,198)
342
19
(3,891)
10.4%
5.9%
0.8%
7.3%
-15.3%
9.2%
21.4%
21.8%
100.0%
1.0%
0.0%
-86.5%
(484)
0
0.0%
0.0%
Greater than anticipated.
Improved over October 2014 YTD. Long term prospects remain as
budgeted.
Unrealized gain from bond investment. Value at maturity is fixed.
Actual exceeding anticipated participation.
Anticipate being close to budget for year-end.
Less usage than anticipated.
Timing.
$14,398 from CalPERS in Medicare Retirees Subsidy Funds for
Medicare Part D.
$10,000 additional should post and be offset by Room Rental
Expense.
Timing.
Timing.
Greater usage than anticipated.
Timing.
Favorable variance is reduced by Vacancy Offsets and increases in
Temporary Employment.
Actual reductions due to vacancies included in Salaries (Benefits
Eligible).
Favorable variance is reduced by Vacancy Offsets and increases in
Temporary Employment.
Actual reductions due to vacancies included in Salaries (Benefits
Ineligible).
Due to vacancies.
Due to vacancies.
Due to vacancies.
Timing.
Due to vacancies.
Due to vacancies.
Due to vacancies.
Actual reduction due to vacancies is reflected in benefits.
Temporary assistance due to long-term disability. Offset in
Salaries (Benefit Eligible).
1/15/2015
Nov 13
Actual
Budget
0
23,150
1,250
1,250
334,709
November 2014
Actual
$ Fav
(Unf)
0
0
23,150
0
775
475
955
295
327,876
6,832
% Fav
(Unf)
0.0%
0.0%
38.0%
23.6%
2.0%
0
27,083
(904)
1,249
465,989
94,501
10,342
880
0
16,244
0
463,250
6,186
3,902
83
22,986
144
138,588
2,321
1,085
0
60,491
0
324,661
3,865
2,817
83
(37,505)
144
42,504
737
11,136
754
11,165
22
188,286
(188,286)
13,908
1,237
7,849
412
2,316
165
522,437
(522,437)
13,227
90
11,909
165
7,594
0
235,469
(235,469)
681
1,147
(4,060)
247
(5,279)
165
286,968
(286,968)
0
FY 2013-14
YTD
15
15
15
15
FIN
FIN
FIN
FIN
518000
518500
518550
518560
70.1%
62.5%
72.2%
100.0%
-163.2%
100.0%
29
29
29
29
29
29
R&R
R&R
R&R
R&R
R&R
R&R
601999
602999
609199
609299
603999
604999
4.9%
92.7%
-51.7%
60.0%
-227.9%
100.0%
54.9%
54.9%
29
29
29
29
29
29
R&R
R&R
R&R
R&R
R&R
R&R
605999
606999
607999
608999
609399
609499
15 FIN
0
0
0
2,417
596
1,683
9,580
1,247
2,485
20,621
2,889
2,000
1,292
11,000
1,250
2,375
22,683
1,235
824
1,309
10,400
920
1,829
21,071
1,654
1,176
(17)
600
330
546
1,612
57.3%
58.8%
-1.4%
5.5%
26.4%
23.0%
7.1%
39
39
39
39
39
39
15
FAC
FAC
FAC
FAC
FAC
FAC
FIN
8,421
1,050
14,049
1,644
8,755
1,200
13,500
1,300
8,674
2,121
14,001
90
81
(921)
(501)
1,210
0.9%
-76.8%
-3.7%
93.1%
39
39
39
39
3,046
953
630
323
33.8%
0
0
0
338
627
67,804
160
300
375
325
627
70,984
179
117
0
318
0
63,719
(19)
183
375
7
627
7,265
1,972
0
0
69
78
3,560
2,935
0
0
8,614
1,095
1,191
1,000
1,000
400
3,750
2,935
0
500
11,870
1,258
1,113
125
312
0
3,702
2,165
0
0
8,676
583
1,282
0
725
1,009
656
690000
0.0%
Accrued Vacation Expense
OPEB Expense
TMP
Payroll and Benefit Administration
Total - Staff
Library Materials:
American Continuations
American New Orders
Branch Continuations
Branch New Orders
Commonwealth Continuations
Commonwealth New Orders
Foreign Continuations
Foreign New Orders
International Continuations
International New Orders
General/Librarianship Continuations
General/Librarianship New Orders
Subtotal
Library Materials Transferred to Assets
Budget
0
0
135,417
115,750
1,909
6,250
7,569
6,250
1,898,419 1,807,332
FY 2014-15 YTD
Actual
$ Fav
(Unf)
0
0
115,750
0
3,590
2,660
5,174
1,076
1,768,108
39,224
% Fav
(Unf)
0.0%
0.0%
42.6%
17.2%
2.2%
461,585 1,015,603
37,651
30,115
5,495
19,508
172
418
94,525
111,429
0
724
614,012
15,911
8,242
0
109,819
87
401,591
14,204
11,266
418
1,610
637
39.5%
47.2%
57.7%
100.0%
1.4%
88.0%
76,253
66,041
4,498
6,187
44,656
39,245
3,217
2,065
15,529
11,579
789
825
744,369 1,303,739
(744,369) (1,303,739)
54,800
878
47,886
2,198
11,563
158
865,555
(865,555)
11,241
5,309
(8,641)
(133)
17
667
438,184
(438,184)
17.0%
85.8%
-22.0%
-6.5%
0.1%
80.8%
33.6%
33.6%
0
0
0
801005
801010
801015
801020
801025
801030
801035
Balance
Facilities:
Repair & Maintenance
Building Services
Cleaning Supplies
Electricity & Water
Elevator Maintenance
Heating & Cooling
Insurance
15,261
6,755
5,339
43,338
6,234
13,838
103,756
14,445
10,000
6,460
55,000
6,250
11,875
114,133
14,231
7,431
7,389
55,425
7,185
16,183
105,355
214
2,569
(929)
(425)
(935)
(4,308)
8,778
1.5%
25.7%
-14.4%
-0.8%
-15.0%
-36.3%
7.7%
FAC
FAC
FAC
FAC
801040
801045
801050
801060
Janitorial Services
Landscaping
Security
Room Rental Expenses
42,107
5,250
69,402
3,200
43,775
6,000
67,500
6,500
44,121
6,321
54,176
13,563
(346)
(321)
13,324
(7,063)
-0.8%
-5.4%
19.7%
-108.7%
39 FAC
801065
Special Events Expenses
9,963
11,912
5,055
6,857
57.6%
-11.9%
61.0%
100.0%
2.2%
100.0%
10.2%
39
39
39
39
39
FAC
FAC
FAC
FAC
FAC
801100
801110
801115
801120
801125
19
1,600
0
1,714
1,863
329,638
800
1,500
1,875
1,625
1,863
361,513
598
393
0
1,957
1,941
341,322
202
1,107
1,875
(332)
(78)
20,191
25.3%
73.8%
100.0%
-20.4%
-4.2%
5.6%
(164)
78
875
688
400
48
770
0
500
3,194
-15.0%
6.5%
87.5%
68.8%
100.0%
1.3%
26.2%
0.0%
100.0%
26.9%
33
33
33
33
33
33
33
33
33
TECH
TECH
TECH
TECH
TECH
TECH
TECH
TECH
TECH
801210
801212
801215
801220
801225
801230
801235
801245
801250
12,793
0
693
69
147
17,798
11,321
35
0
42,855
5,466
5,953
8,550
3,000
800
18,750
11,322
300
2,000
56,142
5,583
4,620
269
2,139
0
18,509
12,041
0
1,355
44,516
(117)
1,334
8,281
861
800
241
(719)
300
645
11,625
-2.1%
22.4%
96.9%
28.7%
100.0%
1.3%
-6.4%
100.0%
32.3%
20.7%
(1,009)
69
0.0%
9.5%
15 FIN
35 CMS
801310
801315
Furniture & Appliances (<3K)
Equipment (<3K)
Building Alterations (<3K)
Delivery & Postage
Kitchen supplies
Subtotal
Technology:
Software Maintenance
Hardware Maintenance
Software (<$3k)
Hardware (<$3k)
Computer Supplies
Integrated Library System
Telecommunications
Tech & Data - Misc
Services
Subtotal
General:
Bank Charges
Bibliographical Services
2,581
1,950
1,998
3,625
3,201
3,283
(1,203)
342
-60.2%
9.4%
3
0
Comments
Budgeted for anticipated increase in train usage.
Timing.
Timing.
Careful selection of materials.
Additional cancellations
Expanison of print collection not planned.
Careful selection of new materials; high cost of titles in this
category.
Timing.
Careful selection of new materials.
Timing.
Focus on selecting new materials in this category.
Careful selectionof new materials.
0.0%
Timing.
Timing.
Prior month's unexpected repairs.
Summer months cooling was higher than usual due to heat.
Projected 10% increase over FY 2014 forecast per broker. Actual
cost is 1.7% below FY 2014 forecast.
Repairs to landscape offset by insurance payment.
Timing.
Offset by $10,000 receivable to be recorded in Room Rental
Revenue.
Partially offset by Special Events unfavorable Income variance of
$(2,344).
Timing.
Timing.
Timing.
Timing
Timing.
Timing.
Timing.
Timing.
Timing.
Timing.
Timing.
Timing.
OCLC policy change. Expect a favorable variance at year-end.
1/15/2015
Nov 13
Actual
Budget
0
106
170
761
865
0
108
250
799
863
0
0
2,528
7
0
0
6,301
65
0
2,528
7
0
0
5,346
15
74
0
200
155
0
444
November 2014
Actual
$ Fav
(Unf)
0
0
87
21
110
140
706
93
0
863
% Fav
(Unf)
0.0%
19.5%
56.0%
11.7%
100.0%
FY 2013-14
YTD
Budget
FY 2014-15 YTD
Actual
$ Fav
(Unf)
0
0
1,806
1,736
766
234
6,594
(215)
1,637
1,481
% Fav
(Unf)
0.0%
49.0%
23.4%
-3.4%
47.5%
35
17
37
15
35
CMS
EXEC
COM
FIN
CMS
801320
801325
801330
801335
801337
Binding
Board Expense
Staff meals & events
Supplies - Office
Supplies - Library materials
0
411
880
6,074
3,607
0
3,542
1,000
6,379
3,119
37
25
27
15
15
15
COM
P&P
CIRC
FIN
FIN
FIN
801340
801365
801370
801375
801390
801395
227
0
8,362
430
0
0
24,521
565
0
8,362
430
0
50
29,069
524
0
3,689
728
2,714
78
25,020
41
0
4,673
(298)
(2,714)
(28)
4,049
7.3%
0.0%
55.9%
-69.3%
0.0%
-55.8%
13.9%
ALL
ALL
ALL
ALL
ALL
ALL
803105
803110
803113
803115
803120
803125
Stationery, business cards, etc.
Grant Application Expenses
Copy Center Expense
General - Misc
Course Registration
Friends of Law Library
Subtotal
Professional Development:
Travel
Meals
Incidental and miscellaneous
Membership dues
Registration fees
Educational materials
Subtotal
Communications & Marketing:
Services
Collateral materials
Advertising
2,053
74
0
535
3,140
0
5,802
3,150
0
0
175
1,274
0
4,599
3,026
140
0
2,170
1,830
264
7,430
124
(140)
0
(1,995)
(556)
(264)
(2,831)
3.9%
0.0%
0.0%
-1139.9%
-43.6%
0.0%
-61.6%
0
0
2,475
1,050
600
2,550
0
0
104
1,050
600
2,446
100.0%
100.0%
95.9%
250
2,725
1,425
5,625
140
244
1,285
5,381
90.2%
95.7%
46
0
0
557
0
603
0
0
0
1,630
0
1,630
12
0
0
757
0
769
15,500
0
4,478
0
19,978
16,000
16,665
4,167
0
36,832
16,000
12,038
0
0
28,038
349
0
407
522
796
(12)
4,630
(284)
0
2,121
(515)
(796)
12
716
-436.6%
0.0%
83.9%
-7353.3%
0.0%
0.0%
13.4%
0
0
0
0
50
0
50
159
0
0
344
0
0
503
(159)
0
0
(344)
50
0
(453)
0.0%
0.0%
0.0%
0.0%
100.0%
0.0%
-905.7%
0
0
500
200
100
250
0
0
0
200
100
250
100.0%
100.0%
100.0%
37 COM 803205
37 COM 803210
37 COM 803215
0
500
285
835
0
0
285
835
100.0%
100.0%
37 COM
6
0
0
185
0
191
0
0
0
340
0
340
0
0
0
112
0
112
0
0
0
228
0
228
0.0%
0.0%
0.0%
67.0%
0.0%
67.0%
0
0
0
0
0
0
3,333
833
0
4,166
8,000
2,675
0
0
10,675
(8,000)
658
833
0
(6,509)
0.0%
19.7%
100.0%
0.0%
-156.2%
243,773
31,611
275,384
825,227
10,705
253,727
28,923
282,651
710,951
96,045
250,442
29,302
279,744
695,935
5,411
3,285
(379)
2,907
15,016
(90,634)
1.3%
-1.3%
1.0%
2.1%
-94.4%
15 FIN
15 FIN
806105
806110
0
0
10,705
0
0
96,045
0
0
5,411
0
0
(90,634)
0.0%
0.0%
-94.4%
17 EXEC
17 EXEC
401000 Extraordinary Income
901000 Extraordinary Expense
999500 Net Income Including Extraordinary Items
15
17
17
15
803220
ALL
ALL
ALL
ALL
ALL
803305
803310
803315
803320
803325
FIN
EXEC
EXEC
FIN
804005
804008
804010
804015
Trade shows & Outreach
Subtotal
Travel & Entertainment
Travel
Meals
Entertainment
Ground transportation & mileage reimb.
Incidental travel expenses
Subtotal
Professional Services
Accounting
Consulting Services
Legal
Other
Subtotal
Depreciation:
Depreciation - Library Materials
Depreciation Exp - FF&E
Subtotal
Total Expense
Net Income Before Extraordinary Items
(12)
0
0
873
0
861
0.0%
0.0%
0.0%
53.5%
0.0%
52.8%
0
4,628
4,167
0
8,794
0.0%
27.8%
100.0%
0.0%
23.9%
1,219,611 1,246,875 1,239,252
158,987
146,933
150,250
1,378,599 1,393,808 1,389,503
3,703,140 3,696,549 3,604,949
62,598 (125,928) (165,521)
7,623
(3,317)
4,306
91,600
(39,592)
0.6%
-2.3%
0.3%
2.5%
-31.4%
0
186,407
(123,809)
0
0
(125,928)
0
0
(165,521)
0
0
(39,592)
0.0%
0.0%
-31.4%
(27,374)
11,000
-161.0%
100.0%
Comments
Timing.
No additional events at this time.
Timing variance. Supplies will be replenished as needed in later
months.
No additional prints requested at this time.
Timing.
Timing.
Timing.
Timing.
Timing.
No outside services required at this time.
Positive variance due to in-house printing.
Timing. Minimal external advertising opportunities at this time.
No additional outreach is required at this time.
Timing.
Timing.
Handled in-house.
Capital Expenditures:
0
0
0
0
0
0
0
0
0.0%
0.0%
39 FAC 161100
33 TECH 161300
Furniture / Appliances (>3k)
Electronics / Computer Hardware (>3k)
0
0
17,000
11,000
44,374
0
0
0
0
0
0.0%
39 FAC
164500
0
40,000
0
40,000
100.0%
0
0
0
0
0.0%
39 FAC
164000
0
55,000
0
55,000
100.0%
0
0
0
0
0
0
0
0
0.0%
0.0%
33 TECH 168000
Exterior Building Repairs/ Improvements
(>3k)
Interior Improvements / Alterations
(>3k)
Computer Software
Total - Capitalized Expenditures
0
0
5,000
128,000
0
44,374
5,000
83,626
100.0%
65.3%
4
Timing. Scanner payment budgeted for December 2014.
1/15/2015
Statement of Cash Flows
As of November 30, 2014
11/30/2014
YTD
Cash flows from operating activities
LA Superior court fees
Parking fees
Library services
(Increase) decrease in accounts receivable
Increase (decrease) in borrowers' deposit
Cash received from filing fees and services
Facilities
Technology
General
Professional development
Communications & marketing
Travel & entertainment
Professional services
(Increase) decrease in prepaid expenses
Increase (decrease) in accounts payable
Increase (decrease) in other liabilities
Cash payments to suppliers for goods and services
Staff
Increase (decrease) in payroll liabilities
Increase (decrease) in accrued sick and vacation liability
Increase (decrease) in OPEB liability
Cash payments to employees for services
Contributions received
Net cash from operating activities
603,007
46,724
25,063
(65,446)
1,076
610,424
(63,719)
(8,676)
(4,630)
(503)
(112)
(10,675)
27,131
27,609
(33,574)
(327,876)
568
(3,144)
23,150
(307,302)
269,547
2,882,443
280,248
167,723
(5,379)
8,441
3,333,476
(341,322)
(44,516)
(25,020)
(7,430)
(244)
(769)
(28,038)
(85,381)
(159,813)
(625)
(693,157)
(1,768,108)
4,206
(40,679)
115,750
(1,688,831)
85,000
1,036,487
Cash flow from capital and related financing activities
Library materials
Fixed assets
Capital - Work in Progress (WIP)
(235,469)
-
(865,555)
(44,374)
-
Cash flows from investing activities
Investment earnings
1,601
7,795
35,680
134,352
Cash and cash equivalents, at beginning of period
3,935,126
3,836,454
Cash and cash equivalents, at end of period
3,970,806
3,970,806
Net cash increase (decrease) in cash and cash equivalents
Reconciliation of Operating Income to Net Cash
from Operating Activities
Operating income
Adjustments for noncash effects:
Depreciation
Extraordinary expense: book write-off
Changes in operating assets and liabilities:
(Increase) decrease in accounts receivable
(Increase) decrease in prepaid expenses
279,744
(65,446)
27,131
(5,379)
(85,381)
Increase (decrease) in accounts payable
Increase (decrease) in other liabilities
Increase (decrease) in payroll liabilities
Increase (decrease) in accrued sick and vacation liability
Increase (decrease) in borrowers' deposit
Increase (decrease) in OPEB liability
Net cash from operating activities
27,609
568
(3,144)
1,076
23,150
269,547
(159,813)
(625)
4,206
(40,679)
8,441
115,750
1,036,487
(21,141)
1
(189,535)
1,389,503
1/15/2015
LOS ANGELES COUNTY LAW LIBRARY
December 1, 2014 - December 31, 2014 (CHECKS)
Account No.: 108000
DATE
PAYEE
FOR
Page
AMOUNT
CHECK NO.
December 2
AMERICAN MARITIME CASES INC
BOOKS
1,075.00
028008
LEXISNEXIS CANADA BUTTERWORTHS CANA
BOOKS
588.82
028009
CONTINUING EDUCATION OF THE BAR CAL
BOOKS
1,388.34
028010
COIMBRA EDITORA SA
BOOKS
78.29
028011
COUTTS LIBRARY SERVICES
BOOKS
1,163.78
028012
DAILY JOURNAL CORPORATION
BOOKS
344.44
028013
U S GPO SUPERINTENDENT OF DOCUMENTS
BOOKS
35.00
028014
OTTO HARRASSOWITZ
BOOKS
1,133.60
028015
LOS ANGELES COUNTY PUBLIC DEFENDERS
BOOKS
76.30
028016
MUNICIPAL CODE CORPORATION
BOOKS
135.00
028017
NEUBAUER & ASSOCIATES
BOOKS
50.00
028018
NATIONAL NOTARY ASSOCIATION
BOOKS
23.22
028019
NATIONAL UNDERWRITER COMPANY
BOOKS
275.60
028020
PUBLIC UTILITIES REPORTS INC
BOOKS
287.00
028021
THOMSON REUTERS TAX & ACCOUNTING
BOOKS
2,566.50
028022
WILLIAM S HEIN & CO
BOOKS
978.58
028023
YBP LIBRARY SERVICES
BOOKS
245.16
028024
WOLTERS KLUWER LAW & BUSINESS
BOOKS
1,669.96
028025
BERNAN ASSOCIATES
BOOKS
21.00
028026
BOOK HOUSE INC
BOOKS
259.30
028027
CCH INCORPORATED
BOOKS
246.72
028028
BOOKS
626.83
028029
BOOKS
1,413.04
028030
028031
December 5
DATA TRACE PUBLISHING COMPANY
BOOKS
539.85
EBSCO INFORMATION SERVICES
BOOKS
2,041.97
028032
INGRAM LIBRARY SERVICES
BOOKS
114.35
028033
ALM MEDIA LAW JOURNAL PRESS
BOOKS
2,752.08
028034
CITY OF LIVERMORE
BOOKS
5.80
028035
MANHATTAN PUBLISHING COMPANY
BOOKS
50.00
028036
INSTITUTE OF CONTINUING LEGAL EDUCA
BOOKS
103.50
028037
MUNICIPAL CODE CORPORATION
BOOKS
1,172.00
028038
PRACTISING LAW INSTITUTE
BOOKS
1,730.43
028039
THOMSON REUTERS TAX & ACCOUNTING
BOOKS
302.75
028040
BOOKS
427.44
028041
BUSINESS CARD
3,288.32
028042
ACCOUNTING
8,000.00
028043
834.90
028044
AMERICAN EXPRESS
BCA WATSON RICE LLP
BULBS.COM
CHANNA CAJERO
CALIBER ELEVATOR
REPAIR & MAINTENA
MILEAGE
19.32
028045
ELEVATOR MAINT
920.00
028046
CLEAN SOURCE, INC.
CLEANING SUPPLIES
1,309.47
028047
LINDA J HEICHMAN
STAFF MEALS & EVE
36.19
028048
INFINISOURCE INC
PAYROLL/HR ADMIN
75.00
028049
WATER/SEWER
307.34
028050
L A DEPT WATER & POWER
38,761.92
Date Printed: 01/12/15
1
Account No.: 108000
DATE
PAYEE
CHRISTINE R LANGTEAU
MANAGE EASE INCORPORATED
METROLINK
FOR
MILEAGE
Page
AMOUNT
CHECK NO.
49.73
028051
CONSULTING
1,337.50
028052
TMP
1,423.75
028053
COURSE REGISTRAT
27.98
028054
OFFICE DEPOT
SUPPLIES-OFFICE
714.13
028055
PAN AMERICAN PEST CONTROL CO
BUILDING SERVICE
178.00
028056
KATHLEEN O'LAUGHLIN
PROACTIVE WORK HEALTH SERVICES
ROMERO MAINTENANCE CO.
WORKERS COMPEN
JANITORIAL SVCS
576.00
028057
8,674.17
028058
028059
JAYE B STEINBRICK
STAFF MEALS & EVE
90.00
UNITED PARCEL SERVICE
DELIVERY/POSTAGE
11.13
028060
BLDG SERVICES
200.00
028061
BANDWIDTH.COM, INC.
TELECOM
288.81
028062
ESTHER EASTMAN
MILEAGE
26.88
028063
MEGAPATH
TELECOM
357.05
028064
OCLC INC
BIBLIOGRAPHICAL S
VALLEY WIDE AIR
December 10
SECURITAS SECURITY
TEAM SOFTWARE
TIME WARNER CABLE
SECURITY
SOFTWARE <3K
656.48
028065
5,052.41
028066
125.00
028067
TELECOM
1,200.00
028068
SPECIAL EVENTS
December 11
LA LAWYERS PHILHARMONIC
1,000.00
028069
ROOM RENTAL
20.79
028070
WOLTERS KLUWER LAW & BUSINESS
BOOKS
478.35
028071
BERNAN ASSOCIATES
BOOKS
72.00
028072
BLOOMBERG BNA
BOOKS
547.12
028073
BOLERIUM BOOKS
BOOKS
52.44
028074
BOOKS
1,873.07
028075
CALIF HIGHWAY PATROL DEPT OF
BOOKS
10.75
028076
BOOKS
1,063.33
028077
GAUNT
BOOKS
170.22
028078
JAMES PUBLISHING INC
BOOKS
118.81
028079
JURIS PUBLISHING INC
BOOKS
89.50
028080
JURISNET LLC
BOOKS
86.50
028081
KUBON & SAGNER
BOOKS
3,605.14
028082
RETTA LIBROS LIDERLAF S A
BOOKS
162.85
028083
BOOKS
2,209.44
028084
LAW PUBLISHERS
BOOKS
90.00
028085
LIBROS DE HONDURAS
BOOKS
1,200.00
028086
MARY MARTIN BOOKSELLERS
BOOKS
700.00
028087
NEW JERSEY LAW JOURNAL
BOOKS
220.37
028088
P L D PUBLISHERS
BOOKS
175.00
028089
BOOKS
372.52
028090
QUALITY CODE PUBLISHING
BOOKS
37.16
028091
UNITED NATIONS PUBLICATIONS
BOOKS
404.77
028092
RICHARD ORTEGA
December 16
74,674.98
2
Account No.: 108000
DATE
PAYEE
FOR
Page
AMOUNT
CHECK NO.
THOMSON REUTERS
BOOKS
213.64
028093
BOOKS
33.77
028094
FRED BRIAN CHASE
REFUND
140.00
028095
PABLO DE LEON
REFUND
80.00
028096
KLEIDEN DIAMOND
REFUND
140.00
028097
STEVE GARZA
REFUND
140.00
028098
CHRISTINA NYHAN HOFFMAN
REFUND
140.00
028099
TOM VIRAT LLOYDS
REFUND
136.00
028100
LESLIE L MULLEN
REFUND
140.00
028101
AT&T
TELECOM
359.75
028102
STATE BOARD OF EQUALIZATION
USE TAX
2,444.00
028103
MEMBERSHIP DUES
5,960.00
028104
December 17
CCCLL
CONSOLIDATED DISPOSAL SVC
GLOBAL RESEARCH INSTITUTE OF
COUNTY OF LOS ANGELES
PUBLIC COUNSEL
SECURITAS SECURITY
SEPCO EARTHSCAPE, INC
BLDG SVCS
249.76
028105
COURSE REGISTRAT
23.00
028106
HEATING/COOLING
1,828.98
028107
495.00
028108
SECURITY
5,090.71
028109
LANDSCAPING
1,050.00
028110
75.00
028111
COURSE REGISTRAT
JAYE B STEINBRICK
STAFF MEALS & EVE
UNITED PARCEL SERVICE
DELIVERY/POSTAGE
15.08
028112
BLDG SVCS
200.00
028113
VALLEY WIDE AIR
December 19
COUNTY OF LOS ANGELES
58.08
028114
PAYROLL/HR ADMIN
1,660.00
028115
AMERICAN BAR ASSOCIATION
BOOKS
2,092.47
028116
AMERICAN LAWYER MEDIA L P RECORDER
BOOKS
419.88
028117
STATE BAR OF ARIZONA
BOOKS
36.49
028118
WOLTERS KLUWER LAW & BUSINESS ** VOIDED ****
BOOKS
0.00
028119
BERNAN ASSOCIATES
BOOKS
92.00
028120
BLOOMBERG BNA
BOOKS
212.33
028121
BLOOMBERG BNA INTERNATIONAL INC
BOOKS
2,492.00
028122
BOOK HOUSE INC
BOOKS
389.03
028123
BOOKS
1,290.24
028124
CARSWELL COMPANY LTD
BOOKS
205.50
028125
INFINISOURCE INC
BANK CHARGES
December 22
BOOKS
2,769.49
028126
BOOKS
2,612.24
028127
DATA TRACE PUBLISHING COMPANY
BOOKS
179.95
028128
JURIS PUBLISHING INC
BOOKS
201.00
028129
JURISNET LLC
BOOKS
413.50
028130
KUBON & SAGNER
BOOKS
1,023.02
028131
RETTA LIBROS LIDERLAF S A
BOOKS
540.32
028132
BOOKS
3,191.25
028133
CHIEF LOC CDS
BOOKS
525.00
028134
121,915.82
3
Account No.: 108000
DATE
PAYEE
FOR
Page
AMOUNT
CHECK NO.
LAW LIBRARY MICROFORM CONSORTIUM
BOOKS
8,096.00
028135
MARY MARTIN BOOKSELLERS
BOOKS
122.00
028136
INSTITUTE OF CONTINUING LEGAL EDUCA
BOOKS
133.50
028137
BOOKS
455.64
028138
VERDICTSEARCH
BOOKS
589.00
028139
VERSA TAPE
BOOKS
20.35
028140
STATE BAR OF WISCONSIN
GUARDIAN
BOOKS
PREPAID EXP
62.91
028141
5,966.22
028142
028143
December 23
ANTHEM BLUE CROSS
JANINE LIEBERT
STATE BAR OF CALIFORNIA
COBRA
637.08
MILEAGE
17.53
028144
MEMBERSHIP DUES
430.00
028145
130,350.05
4
December 1, 2014 - December 31, 2014 (WARRANTS)
Account No.: 102000
DATE
PAYEE
FOR
Page
AMOUNT
CHECK NO.
December 17
L A DEPT WATER & POWER
ELECTRIC/FIRE
10,092.75
TS00212236
THOMSON REUTERS
BOOKS
65,618.40
TS00212289
LEXISNEXIS BUTTERWORTHS
BOOKS
54,204.00
TS00212431
PREPAID EXP
52,693.94
TS00212653
SECURITY
11,830.05
TS00212600
December 18
December 19
December 24
CALPERS
TYCO INTEGRATED SECURITY LLC
194,439.14
1
AGENDA ITEM 3.0 | CONSENT ITEM 3.3
MEMORANDUM
DATE:
January 21, 2015
TO:
Board of Law Library Trustees
FROM:
Sandra Levin, Executive Director
RE:
Review of Fiscal Year 2015 Statistics – Quarter 2
AN UPDATED REVIEW OF THE STATISTICS WILL BE PROVIDED AT THE MEETING.
Los Angeles County Law Library Strategic Plan
Accountability Report
#
GOAL
PROJECT
2
C1(A)
Track usage, visitors and performance metrics
3
C1(A)
4
C1(A)
5
C1(A)
6
C1(A)
7
C1(A)
Conduct patron surveys and focus groups regarding legal resource
materials needs
materials needs
materials needs
materials needs
materials needs
materials needs
Develop a comprehensive strategy for collection assessment and
evaluation
evaluation
evaluation
evaluation
evaluation
evaluation
evaluation
TARGET
DATE
COMPLETED
(Y/N)
Identify technology needed
9/30/2013
Y
Research methods available
10/31/2013
Y
Formally implement programs
11/30/2013
12/31/2015
Evaluate results
12/31/2013
12/31/2015
Completion
1/31/2014
12/31/2015
Channa Cajero
Identify users
12/31/2013
Y
Channa Cajero
Set up and hold focus groups
12/31/2013
Y
Channa Cajero
Draft and distribute surveys to user groups
2/28/2014
2/28/2015
Channa Cajero
Evaluate results
3/31/2014
4/15/2015
Channa Cajero
Completion
3/31/2014
4/15/2015
Channa Cajero
Evaluate methods available
12/31/2013
Y
Channa Cajero
Select useful tools and technology
12/31/2013
Y
Channa Cajero
Collect data
3/31/2014
Y
12/31/2014
Date extended pending revision of Voyager reports for this project.
Channa Cajero
Review results and make assessments
3/31/2014
Y
12/31/2014
Date extended pending revision of Voyager reports for this project.
Channa Cajero
Present recommendations
6/30/2014
3/31/2015
Channa Cajero
Completion
6/30/2014
3/31/2015
COORDINATOR(S)
Ralph Stahlberg & Channa
Cajero
Cajero
Cajero
Cajero
Cajero
MILESTONE
9
C1(B)
10
C1(B)
11
C1(B)
12
C1(B)
13
C1(B)
14
C1(B)
16
C1(C)
17
C1(C)
18
C1(C)
19
C1(C)
20
C1(C)
21
C1(C)
22
C1(C)
30
C1(E)
Develop resource materials and referrals for patrons needing translation
31
C1(E)
Develop resource materials and referrals for patrons needing translation Austin Stoub
Research available resources
8/30/2013
Y
9/30/2013
Y
Y
EXTENDED
DATE
Planning and implementing programs pending ILS updgrade project
T1(B).
T1(B).
T1(B).
2/15/2014
32
C1(E)
Contact translators, interpreters, other
resources regarding potential partnerships
(min 10 contacts)
33
C1(E)
Prepare resource sheet for patrons
10/31/2013
34
C1(E)
Translate resource sheet
11/30/2013
3/31/2015
35
C1(E)
Completion
12/31/2013
3/31/2015
37
C1(F)
38
C1(F)
Austin Stoub
Research capabilities of current system
9/30/2013
Y
39
C1(F)
Include tools on our website to help patrons find materials (e.g., a
“Treatise Finder”)
Austin Stoub
Test system
10/31/2013
y
4/1/2014
40
C1(F)
Austin Stoub
Select areas to promote
11/30/2013
Y
4/1/2014
Page 1 of 21
EXPLANATION/COMMENTS
Survey distribution begin date: January 19, 2015.
Extended date reflects new deadline to draft and distribute survey to
user groups.
Extended date reflects new deadline to draft and distribute survey to
user groups.
Extended date reflects new deadline for data collection and
assessment.
Extended date reflects new deadline for data collection and
assessment.
Had not previously received responses from translators. Had a more
promising meeting with Piers Armstrong from the court interpreters
program at CSULA; will meet again in 2015
I have identified legal topical areas to begin and, as completed, will add
additional legal topics to our treatise finder list.
#
GOAL
41
C1(F)
42
C1(F)
43
C1(G)
45
C1(G)
46
C1(G)
47
PROJECT
Develop, increase and advertise depository status and availability of
local government agency legal material
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
Y
4/1/2014
Austin Stoub
Develop content and tools
12/31/2013
Austin Stoub
Completion
12/31/2013
Esther Eastman
Research other library methods
12/31/2014
Y
Esther Eastman
Select methods in consultation with
communications
12/31/2013
Y
C1(G)
Esther Eastman
Explore digitizing unique local government
publications
3/31/2014
Y
6/30/2015
48
C1(G)
Esther Eastman
Develop training classes for specialized
government databases
6/30/2014
Y
12/31/2014
49
C1(G)
Esther Eastman
Identify all state, county and city directives
and/or laws for inclusion in OPAC or a
libguide
9/30/2014
6/30/2015
This is ongoing, and off to a tremendous start, thanks to help from an
intern in the summer 2014. Date was extended to allow for size of
project and data entry required - P:\\GovDocs\CaliforniaDocProject
51
C1(G)
Esther Eastman
Completion
53
C1(H)
Establish material loan program between Main and branch locations
54
C1(H)
Linda Heichman
Needs assessment
3/31/2014
3/31/2015
Committee has been formed; possibilities under discussion.
55
C1(H)
Linda Heichman
Pilot loan program
6/30/2014
9/30/2015
Extended to allow for continued discussion of possibilities.
56
C1(H)
Linda Heichman
Launch formal material loan program
9/30/2014
10/1/2015
Extended previous milestone, so this milestone needs extension as
well.
57
C1(H)
Linda Heichman
Evaluate loan program
3/31/2015
1/1/2016
6 month Pilot; 1 month evaluation
58
C1(H)
Linda Heichman
Completion
3/31/2016
Adjust & retool as necessary.
3/31/2015
Delayed due to other prioriities
60
C2(A)
61
C2(A)
62
C2(A)
63
C2(A)
64
C2(A)
65
C2(A)
67
C2(B)
68
C2(B)
69
C2(B)
70
C2(B)
71
C2(B)
Encourage donations of FCIL materials from other libraries and formalize
LLMC collaboration
Neel Agrawal
LLMC collaboration
Finalize LLMC agreement re donation,
storage and scanning of materials
6/30/2013
Neel Agrawal
LLMC collaboration
Create a set of expectations and
anticipations for potential FCIL donations
9/30/2014
Neel Agrawal
Identify priority acquisitions (see C2(D))
12/31/2014
Neel Agrawal
Outreach to libraries with priority FCIL
materials to donate
12/31/2014
Neel Agrawal
Completion
3/31/2015
Neel Agrawal
Identify patron groups
3/31/2014
Neel Agrawal
Create survey
Neel Agrawal
Neel Agrawal
LLMC collaboration
LLMC collaboration
LLMC collaboration
Conduct user needs survey and research to develop and expand FCIL
programming
programming
programming
programming
programming
3/31/2015
Will go to communications/web committee for final approval this
quarter
12/31/2014
s:\ADMINISTRATIVE_SERVICES\MANAGEMENT TEAM\Strategic
Planning\docslibsurvey.xlsx
This is ongoing as themes present themselves; i.e. Constitution Day
exhibit in September; Bill of Rights Day in December.
Limited interest externally. Will continue to explore options, especially
in-house. Request to be included in Jaye's exploratory digitization
committee.
Developed an ongoing Pacer class to be held at the Main Library,
monthly. Would like to develop further classes in the future related to
free government databases.
Y
Y
Primary law not held by LALL is priority.
6/1/2015
Under discussion with LLMC.
5/31/2014
6/1/2015
Commenced informally; formal survey deferred in light of other
projects/priorities and pending evaluationof ongoing programming
Send survey
6/30/2014
7/1/2015
Hold focus groups
7/31/2014
8/1/2015
Page 2 of 21
Y
#
GOAL
PROJECT
COORDINATOR(S)
72
C2(B)
73
C2(B)
75
76
77
C2(C)
C2(C)
C2(C)
programming
programming
Purchase FCIL materials that supplement FCIL programming
78
C2(C)
Neel Agrawal
79
C2(C)
Neel Agrawal
80
C2(C)
Neel Agrawal
82
C2(D)
83
C2(D)
84
C2(D)
85
C2(D)
86
C2(D)
87
C2(D)
89
C2(E)
Undertake a collection assessment, developing country profiles and
working with expert practitioners and academics to identify the most
significant materials
Build strong relationships with vendors around the world
90
C2(E)
91
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
Neel Agrawal
Assessment
12/31/2014
10/31/2015
Neel Agrawal
Completion
3/31/2015
12/31/2015
Neel Agrawal
Neel Agrawal
Identify programs
Identify appropriate materials
Revise collection development policy for
FCIL (see C2(D))
Purchase after evaluating current library
holdings
Completion
12/31/2013
3/31/2014
Y
Y
6/30/2014
7/1/2015
9/30/2014
9/1/2015
9/30/2014
9/30/2015
Neel Agrawal
Create template for priority materials for
systematic review
12/31/2013
Y
Neel Agrawal
Begin country review
1/15/2014
Y
Neel Agrawal
Evaluate results
2/15/2014
9/1/2015
Neel Agrawal
Revise collection development policy
3/31/2014
3/31/2015
Neel Agrawal
Completion
9/30/2014
6/31/2015
Shohreh Saljooghi
Create a map/locator connecting regions
with vendors
3/31/2014
8/30/2015
C2(E)
Shohreh Saljooghi
92
C2(E)
Shohreh Saljooghi
93
94
96
C2(E)
C2(E)
C3(A)
Develop digitization and archiving plan for the next 20 years
Shohreh Saljooghi
Shohreh Saljooghi
97
C3(A)
Jaye Steinbrick
98
C3(A)
Jaye Steinbrick
99
C3(A)
Jaye Steinbrick
100
C3(A)
Jaye Steinbrick
Organize site visits and training sessions to
strengthen relationships (at least 1 per
vendor)
Identify best practices and business models
for complex business transactions with
foreign vendors
Present recommendation
Completion
Assemble committee of stakeholders /
departments
Identify what is currently being digitized
and by whom
Determine collection & priorities to be
scanned
Present draft of plan to staff for evaluation
6/30/2014
Y
9/30/2014
2/1/2014
Y
6/1/2015
9/1/2014
10/1/2015
10/31/2014
11/1/2015
2/1/2015
3/1/2016
3/1/2015
4/1/2016
C3(A)
Jaye Steinbrick
C3(A)
C3(B)
Develop a rare book storage and access plan
Jaye Steinbrick
105
C3(B)
Betsy Warner
Review LALL’s former rare book access plan
9/30/2013
Y
Betsy Warner
Review rare book access plans from other
institutions
1/30/2014
Y
Page 3 of 21
3/1/2015
5/1/2014
102
104
Still need to complete country surveys. Need additional staffing for
country surveys.
Due to vast changes to FCIL vendors' information and structure during
the last few years such as bankruptcies, going out of business and
mergers, I need to give enough time to get responses.
Coordinating with e-payables system and vendor negotiations
11/30/2015
11/30/2015
101
C3(B)
Deferred in light of budget and other projects/priorities
Ongoing
10/31/2015
Create scan program for image storage and
accessibility.
Completion
106
Delayed - Prioritized Accounting and ILS software upgrades before
starting this project.
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
107
C3(B)
Betsy Warner
Confer with affected staff
3/31/2014
8/30/2015
108
C3(B)
Betsy Warner
Recommend a new rare book storage and
access plan
6/30/2014
10/31/2015
109
C3(B)
Betsy Warner
Completion
6/30/2014
10/31/2015
111
112
C3(C)
C3(C)
Conduct a space needs assessment for the collection
Betsy Warner
Evaluate current space needs
12/31/2014
113
C3(C)
Betsy Warner
Project space needs for next 5-10 years
6/30/2015
114
C3(C)
Betsy Warner
115
C3(C)
Betsy Warner
117
C3(D)
Establish a schedule and conduct a regular, periodic inventory of
collection materials
118
C3(D)
Marcelino Juarez
Assemble project team and develop
detailed scope, methodology, and schedule
10/31/2014
119
C3(D)
Marcelino Juarez
Commence inventory process and debug
issues or problems
12/31/2014
120
C3(D)
Marcelino Juarez
Complete and document inventory
5/31/2015
121
C3(D)
Marcelino Juarez
Report to auditor
9/30/2015
122
C3(D)
Marcelino Juarez
Completion
10/31/2015
124
C3(E)
125
C3(E)
126
C3(E)
127
C3(E)
128
C3(E)
136
Comm1(B)
Maintain security levels in a respectful and non-threatening manner
137
Comm1(B)
138
139
Develop a plan for the preservation of gazettes and other loose
periodicals
periodicals
periodicals
periodicals
periodicals
Betsy Warner
Betsy Warner
Present draft of space needs assessment &
recommendations
Completion
Survey other libraries to find out if they are
binding or preserving with some other
method.
Compare costs for different methods of
preservation.
Available space will be reevaluated upon return of books from
Bonhams.
Y
8/30/2015
8/30/2015
Y
3/16/2015
Deadline extended due to staff/project team shortage. However, next
target date is expected to be met with no delay.
6/30/2014
5/30/2015
Deadline extended due to other obligations.
1/30/2015
10/31/2015
Betsy Warner
Initiate preservation plan.
6/30/2015
6/30/2016
Betsy Warner
Completion
6/30/2015
6/30/2016
Richard Ortega
Gather input from staff via survey on
possible improvements.
7/15/2013
2/15/2015
Re-assigned to new facilities Manager; new schedule established.
Comm1(B)
Richard Ortega
Amend current post orders
9/30/2013
5/30/2015
Dates aligned with dates for Goal W1B since they will happen using the
same survey process.
Comm1(B)
Richard Ortega
Implement improvements
10/31/2013
7/1/2015
12/31/2013
9/1/2015
12/31/2013
9/30/2015
140
Comm1(B)
Richard Ortega
Complete regular training sessions with
security staff
141
Comm1(B)
Richard Ortega
Completion
6/31/14
Y
6/31/14
Y
152
Comm1(D)
Develop member incentive programs with bar associations
Ryan Metheny
Establish rapport with bar association
leaders
153
Comm1(D)
Ryan Metheny
Select target organizations
154
Comm1(D)
Ryan Metheny
Conduct needs assessments
9/30/2014
Y
155
Comm1(D)
Ryan Metheny
Establish interest level and engagement
10/31/2014
Y
Page 4 of 21
Selected: WLALA, Westwood, KABA, BWLALA, SFVBA, GBA
9/30/2014
Extended then completed; LACBA campaign and redesigned tiered
membership program. Further implementation pending coordination
with other departments on bar association-related objectives.
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
10/31/2014
Y
11/30/2014
Y
Y
156
Comm1(D)
Ryan Metheny
157
Comm1(D)
Ryan Metheny
Devise mutually beneficial options with
participants
Create and formalize agreements
158
Comm1(D)
Ryan Metheny
Implement program
12/31/2014
159
160
162
Comm1(D)
Comm1(D)
Comm1(E)
Continue and refine Members Program
Ryan Metheny
Ryan Metheny
Assess results
Completion
1/31/2015
2/28/2015
163
Comm1(E)
Ryan Metheny
Revise parking and pricing
9/30/2013
Y
164
Comm1(E)
Ryan Metheny
Research / assess existing program models
3/31/2014
Y
165
Comm1(E)
Ryan Metheny
4/30/2014
Y
166
Comm1(E)
Ryan Metheny
6/30/2014
Y
167
168
169
171
Comm1(E)
Comm1(E)
Comm1(E)
Comm1(F)
Automate parking reservations
Ryan Metheny
Ryan Metheny
Ryan Metheny
Devise and document options / SWOT
Finalize and coordinate resources for
implementation
Implement
Monitor and assess
Completion
7/31/2014
9/30/2014
10/31/2014
Y
172
Comm1(F)
Jaye Steinbrick
Assess parking requirements with staff
9/1/2013
Y
173
Comm1(F)
Jaye Steinbrick
Acquire online reservation software
10/1/2013
Y
174
Comm1(F)
Jaye Steinbrick
Installation and customization of software
175
Comm1(F)
Jaye Steinbrick
Begin parallel testing of new system
176
Comm1(F)
Jaye Steinbrick
Begin using new self-reservation system
177
179
Comm1(F)
Comm1(G)
Resume used book sales
Jaye Steinbrick
Completion
180
Comm1(G)
Shohreh Saljooghi
Evaluate prior process for book sales,
document possible efficiencies
7/15/2013
Y
181
Comm1(G)
Shohreh Saljooghi
List and price current materials available for
sale, place on sale shelves.
8/15/2013
Y
182
Comm1(G)
Shohreh Saljooghi
183
Comm1(G)
Shohreh Saljooghi
184
185
195
Comm1(G)
Comm1(G)
Comm2(B)
Make presentations to potential users off-site
Shohreh Saljooghi
Shohreh Saljooghi
Identify channels for announcing to various
layers of the community
Establish parameters for online sale and
identify available venues
Assess
Completion
196
Comm2(B)
Austin Stoub
197
198
199
200
201
Comm2(B)
Comm2(B)
Comm2(B)
Comm2(B)
Comm2(B)
203
Comm2(C)
Collaborate with Grand Park on programming and shared outreach
204
Comm2(C)
205
Comm2(C)
EXTENDED
DATE
LACBA campaign implemented. Still considering how/whether to
develop programs with other bar organizations.
11/1/2013
Extended to allow time to analyze options by new staff member (Ryan).
Implementation of parking/pricing revisions will be dependent on IT
issues (installation of parking self-reservation software, etc.)
12/31/2014
1/31/2015
1/31/2015
Ongoing due to parking program implementation phase
11/29/2013
10/31/2014
Delayed due to new security access software.
12/2/2013
11/15/2014
1/1/2014
12/31/2014
12/31/2013
1/31/2015
Ongoing
8/15/2013
3/31/2015
Need to explore logistics
3/31/2014
3/31/2015
Partially completed
6/30/2014
8/30/14
3/31/2015
3/31/2015
Other elements require completion first
Other elements require completion first
Identify potential users
9/30/2013
6/30/2015
Deferred until after other strategic plan priorities. Potentially usable
data may be collected during focus groups.
Austin Stoub
Austin Stoub
Austin Stoub
Austin Stoub
Austin Stoub
Identify presenters
Present to test sites
Evaluate effectiveness
Recommend program parameters
Completion
9/30/2013
10/31/2013
11/30/2013
12/31/2013
12/31/2013
6/30/2015
9/30/2015
9/30/2015
12/31/2015
12/31/2015
Sandi Levin
Attend regular meetings with Grand Park
staff to share information/opportunities
7/1/2013
Y
Sandi Levin
Establish a regular mechanism for sharing
outreach and promotional information
12/31/2013
Y
Page 5 of 21
We attend as invited.
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
206
Comm2(C)
Sandi Levin
Participate in at least one joint event
6/30/2014
6/30/2015
207
Comm2(C)
Sandi Levin
6/30/2015
Completion
6/30/2014
Co-market with LACBA and other bar associations to promote events and
programs
Sandi Levin & Leigh Garcia
programs
Evaluate opportunities and document
partnership with LACBA
9/30/2013
y
4/30/2014
Established collaboration (and reimbrusement) for GP events; joint
events delayed due to transitional issues at GP
209
Comm2(D)
210
Comm2(D)
211
Comm2(D)
programs
Identify top 10 opportunities for other bar
associations / create prospects list
9/1/2013
y
4/30/2014
212
Comm2(D)
programs
Reach out to 10 key contacts / meet to
compare calendars & identify opportunities
11/1/2013
Y
2/28/2014
Working with: BHBA, SBBA, SFVBA, WBA, WLALA, BWL, AABA, CAALAC,
KABA, GBA, PBA
213
Comm2(D)
Create proposed shared marketing
calendar for 2014
12/1/2013
y
4/30/2014
Using WLALA format
214
Comm2(D)
Completion
12/1/2013
5/31/2015
Process in place, but needs review for effectiveness and potential
revision
222
Comm2(F)
programs
programs
Outreach to courts, SHCs and local bar associations re events and
services at branches
223
Comm2(F)
Linda Heichman
Develop expanded events and services at
branches, including deepening relationships
with courts, SHCs, local bar associations.
(see also Transition of Torrance Branch)
12/31/2013
Y
6/30/2014
224
Comm2(F)
Linda Heichman
Slate events/services at branches (no cost)
4/31/14
Y
9/30/2014
Law Week - TOR; Divorce Options - TOR, LB; SHC Default Clinic - TOR
(during Pro Bono Week)
225
Comm2(F)
6/30/2015
Discussion with SHC pending for programming in TOR, potential for LB.
226
Comm2(F)
9/30/2015
Extended previous milestone, so this milestone needs extension as
well.
227
Comm2(F)
229
Comm2(G)
Coordinate programs with downtown arts community (e.g., Artwalk)
230
Comm2(G)
Jaye Steinbrick
231
Comm2(G)
Jaye Steinbrick
232
Comm2(G)
Jaye Steinbrick
233
Comm2(G)
Jaye Steinbrick
243
Comm3(B)
Expand classes for self-represented persons
244
Comm3(B)
Janine Liebert
245
246
247
248
250
Comm3(B)
Comm3(B)
Comm3(B)
Comm3(B)
Comm3(C)
Expand librarian training workshops
251
Comm3(C)
252
253
Linda Heichman
Linda Heichman
Linda Heichman
Evaluate success of events/services at
branches, budget FY2015
Schedule ongoing regular events/services
at branches
Completion
6/30/2014
6/30/2014
Y
7/31/2015
Contact Art-Walk coordinators to identify
2014 opportunities
Attend regular Art-Walk & Community
Meetings to promote 2014 library
involvement.
9/30/2015
9/1/2013
Y
11/1/2013
Y
Develop a partnership recommendation
1/1/2014
Y
Completion
2/1/2014
3/31/2014
Y
Janine Liebert
Janine Liebert
Janine Liebert
Janine Liebert
Develop relationships with potential
presenters
Outline structure of program delivery
Implement classes
Assess and evaluate
Completion
6/30/2014
6/30/2014
12/31/2014
1/31/2015
Y
Y
Y
Linda Heichman
Develop slate of workshops.
12/31/2013
Y
Comm3(C)
Linda Heichman
Develop web-based public librarian training
8/31/2014
Comm3(C)
Linda Heichman
Launch web-based public librarian training
6/30/2016
Page 6 of 21
5/14/2014
Ongoing - Met with DTLA board members to determine ways we might
work together and cross-promote events using social media
5/31/2015
Other art programs offered; DTLA still pending
3/31/2014
Full year of public classes launched @ partnerships; public librarians at
partnerships are attending these classes.
3/31/2015
Classes especially appropriate for web-based format under discussion.
#
GOAL
PROJECT
COORDINATOR(S)
254
256
Comm3(C)
Comm3(D)
Develop a high school student workshop series in the Library
Linda Heichman
257
Comm3(D)
Ryan Metheny
258
Comm3(D)
Ryan Metheny
259
Comm3(D)
Ryan Metheny
MILESTONE
Completion
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
7/31/2016
Identify outreach coordinators and
stakeholders in LAUSD
Identify prospective pilot series with
applicable schools
Build program structures in conjunction
with school partners
9/30/2013
Y
9/30/2013
Y
12/30/2013
Y
1/31/2014–3/30/
2014
3/30/2014
260
Comm3(D)
Ryan Metheny
Implement programs
261
Comm3(D)
Ryan Metheny
262
Comm3(D)
Ryan Metheny
263
Comm3(D)
Ryan Metheny
Assess programs
Expand to one or two additional workshop
pilots
Identify funders for at risk career education
/ school success programs
Y
264
Comm3(D)
Ryan Metheny
Write grant for funding to expand programs
6/30/2014
265
Comm3(D)
Ryan Metheny
Expand programs to additional schools
9/30/2014
Y
266
Comm3(D)
Ryan Metheny
Completion
12/31/2014
Y
268
Comm3(F)
Develop a continuing education series on legal topics for non-lawyers
269
Comm3(F)
Ryan Metheny
Identify potential stakeholders
3/30/2015
270
Comm3(F)
Ryan Metheny
Build rapport with prospective participants
3/30/2015
271
Comm3(F)
Ryan Metheny
Conduct needs assessment
3/30/2015
6/30/2015
Y
6/30/2014
Y
6/30/2014
Y
3/30/2015
272
Comm3(F)
Ryan Metheny
Develop methodology for identification of
speakers
273
Comm3(F)
Ryan Metheny
Build list of potential speakers
6/30/2015
274
Comm3(F)
Ryan Metheny
Calendar classes
9/30/2015
275
Comm3(F)
Ryan Metheny
Implement programs
9/30/2015
276
Comm3(F)
Ryan Metheny
Completion
10/31/2015
278
279
280
281
282
283
284
286
287
Comm3(G)
Comm3(G)
Comm3(G)
Comm3(G)
Comm3(G)
Comm3(G)
Comm3(G)
Comm3(H)
Comm3(H)
Develop law-related Film Series
Conduct a book discussion group
Leigh Garcia
Leigh Garcia
Leigh Garcia
Leigh Garcia
Leigh Garcia
Leigh Garcia
Acquire films and inventory
Complete marketing tools
Develop calendar
Develop cost structure
Launch
Completion
11/31/13
1/15/2014
2/15/2014
3/1/2014
4/20/2014
6/30/2014
Y
y
y
Y
Y
Y
Katie O'Laughlin
Y
Comm3(H)
Katie O'Laughlin
7/10/2013
Y
289
Comm3(H)
Katie O'Laughlin
7/24/2013
Y
290
Comm3(H)
Katie O'Laughlin
291
292
Comm3(H)
Comm3(H)
Katie O'Laughlin
Katie O'Laughlin
Define goals of Book Group
Create overview of different Book Group
Models
Meet and discuss/choose model for initial
Book Group
Identify potential participants in Book
Group & targeted publicity
Create format for initial Book Group
Formulate publicity
6/19/2013
288
8/7/2013
8/28/2013
Y
y
293
Comm3(H)
Katie O'Laughlin
Launch publicity
9/11/2013
y
294
Comm3(H)
Katie O'Laughlin
First Book Group Discussion
10/2/2013
y
Page 7 of 21
2/12/2014
5/1/2014
5/15/2014
6/1/2014
8/1/2014
8/31/2014
Partial: Mannatt Phelps funded school program; occasional teen law
workshops and workplace tours
Deferred to further develop program and coordinate with grant writer
on staff
Developing additional on-site program for target local schools &
incorporating mentorship program participation for students interested
in becoming lawyers.
flyers, posters, in-house marketing tools in development
Launched August 2014; 2 screenings to date
first meeting schuduled for 11/18/2014
flyer created; presentation made to staff; presentation made to
Veterans Collaborative and contact made with other resources to help
spread the word.
11/18/2014
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
295
Comm3(H)
Katie O'Laughlin
Evaluate and modify
11/20/2013
y
12/1/2014
296
Comm3(H)
Katie O'Laughlin
Create plan for ongoing discussion group
11/25/2013
y
12/1/2014
297
299
Comm3(H)
Comm4(A)
Create a mobile eBranch to deploy at events
Katie O'Laughlin
Completion
12/31/2013
12/1/2014
Successful, ongoing discussion group
300
Comm4(A)
Linda Heichman
3/31/2015
12/31/2015
Extend to FY201516 per ED
301
Comm4(A)
Linda Heichman
6/30/2015
6/30/2016
302
303
Comm4(A)
Comm4(A)
Linda Heichman
Linda Heichman
Analyze fixed eBranch locations and
develop mobile eBranch model
Secure funding/partners/landing spaces for
mobile eBranch
Launch mobile eBranch
Completion
6/30/2016
7/31/2016
1/1/2017
1/1/2017
305
Comm4(B)
Broadcast professional development and general public webinars
306
Comm4(B)
Jaye Steinbrick
Work with staff to determine pilot content
2/1/2014
1/1/2015
307
Comm4(B)
Jaye Steinbrick
Create pilot class on video
4/1/2014
2/28/2015
308
Comm4(B)
Jaye Steinbrick
Review pilot with staff for final edits
4/29/2014
3/31/2015
309
Comm4(B)
Jaye Steinbrick
Make pilot class available online
6/1/2014
4/30/2015
6/30/2014
6/30/2015
12/31/2014
8/30/2015
Ongoing
10/1/2013
11/30/2015
Delayed to other projects/weekly help desk duties. looking into online
computer tutorials.
1/1/2014
12/30/2015
310
Comm4(B)
Jaye Steinbrick
Develop program to review and expand
content
311
Comm4(B)
Jaye Steinbrick
Completion
313
Comm4(C)
Provide public computer classes for basic skill development
314
Comm4(C)
Sonny Lew
315
Comm4(C)
Sonny Lew
316
Comm4(C)
Sonny Lew
317
319
320
321
Comm4(C)
Comm4(D)
Comm4(D)
Comm4(D)
Outreach to prison inmates and other homebound people
Sonny Lew
Create three proposed 30 minute computer
class outlines
Schedule the first of three rotating classes,
one per month
Assess effectiveness and recommend
ongoing program parameters
Completion
Ralph Stahlberg
Ralph Stahlberg
Identify user groups
Determine information needs
1/1/2015
3/3/2015
322
Comm4(D)
Ralph Stahlberg
Research methods to fulfill identified needs
6/30/2015
2/28/2014
4/1/2016
3/31/2014
9/30/2016
323
Comm4(D)
Ralph Stahlberg
324
325
Comm4(D)
Comm4(D)
Ralph Stahlberg
Ralph Stahlberg
Create program to disseminate information
to user groups
Evaluate and assess
Completion
333
W1(B)
334
W1(B)
Richard Ortega
Survey staff / conduct needs assessment
Richard Ortega
Completion
6/30/2014
Y
9/1/2015
335
W1(B)
336
W1(B)
337
W1(B)
339
W1(C)
Maintain high-quality, comfortable physical facilities and working
conditions
conditions
conditions
conditions
conditions
Improve accessibility
340
W1(C)
Technology Manager
Gather input from staff/patrons/experts complete needs assessment
2/1/2014
Y
341
W1(C)
Technology Manager
Develop accessibility checklist for use in all
future projects/programs
2/15/2014
Y
Richard Ortega
Richard Ortega
Create needs list, and implement low or nocost items
Identify funding and timeframe for
additional items
Page 8 of 21
Delayed due to other projects.
1/1/2016
3/31/2016
9/1/2013
2/30/2015
10/15/2013
4/15/2014
12/1/2013
5/1/2014
7/15/2015
6/15/2014
Delayed due to staffing changes. Aligned dates with security survey.
This project was place on hold as we evaluate new technology for
accessibility. The time to evaluate products is more time consuming
than originally anticipated.
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
#
GOAL
342
W1(C)
Technology Manager
343
W1(C)
Technology Manager
344
W1(C)
Technology Manager
345
347
W1(C)
W1(D)
Automate elevator functions
Technology Manager
Review accessibility software & hardware
needs
Complete software & hardware
installations
Review facility accessibility needs – make
budget recommendations
Completion
348
W1(D)
Richard Ortega
Create RFP
349
W1(D)
Richard Ortega
Send approved RFP out to public bid
8/5/2013
1/27/2015
350
351
353
W1(D)
W1(D)
W1(E)
Draft HR Procedures Manual
Richard Ortega
Richard Ortega
Award Bid, begin elevator updates
Completion
8/20/2013
4/1/2014
3/25/2015
6/15/2015
354
W1(E)
Terri Daniels
Outline Procedures Manual organization
and content; develop a table of contents.
9/30/2013
Y
355
W1(E)
Terri Daniels
Outline each chapter
11/30/2013
Y
356
W1(E)
Terri Daniels
Write draft
1/31/2014
3/31/2015
2/28/2014
6/30/2015
3/31/2014
3/31/2015
Delayed until after new IT manager hire
4/15/2014
3/31/2015
Position not yet filled
5/1/2014
3/31/2015
6/30/2015
6/30/2015
8/1/2013
Y
1/29/2014
357
W1(E)
Terri Daniels
358
W1(E)
Terri Daniels
Incorporate suggestions into final draft
3/31/2014
8/30/2015
359
W1(E)
Terri Daniels
Completion
4/30/2014
12/31/2015
375
W2(C)
Evaluate feasibility and cost of alternative scheduling options (e.g.,
flexible scheduling, adjusted shift lengths, shortened work weeks)
376
W2(C)
John Kohl
Poll directors and employees about
desirable alternative work arrangements
12/31/2013
3/1/2015
377
W2(C)
John Kohl
Analyze costs and feasibility and write
proposal
2/28/2014
4/1/2015
378
W2(C)
John Kohl
Discuss proposal with union
3/31/2014
6/1/2015
379
W2(C)
John Kohl
Implement program
6/30/2014
8/1/2015
380
W2(C)
John Kohl
Completion
7/31/2014
9/1/2015
382
W2(D)
Provide stretch classes or other physical activities at break times
383
W2(D)
Eustorgio Barajas
3/31/2014
2/1/2015
384
W2(D)
Eustorgio Barajas
5/31/2014
2/28/2015
385
386
388
W2(D)
W2(D)
W2(E)
Establish an employee of the month/year program
Eustorgio Barajas
Eustorgio Barajas
6/30/2014
7/31/2014
3/15/2015
4/15/2015
389
W2(E)
Terri Daniels
390
W2(E)
Terri Daniels
391
W2(E)
Terri Daniels
Enlist participation from managers and staff
to develop nomination and selection
criteria and procedures
Write EOM/Y program for review by focus
group and ED
Announce program, develop schedule and
implement
Page 9 of 21
Preliminary bid request yielded no response. Exploring other options
with updated bid package.
Sending out revised RFP, no responses recieved from first RFP due to
timing.
March 25th Board Meeting agenda
5/31/2014
Solicit feedback from ED, Sr. Director, and
other directors
Research and propose a stretch program to
ED
Enlist employee leaders or acquire video
classes
Develop a schedule
Completion
Delayed due to staffing changes. New HR consultant has commenced.
Other HR and Administrative tasks took piriority
6/30/2014
Y
10/1/2014
Alternative employee recognition programs implemented
9/30/2014
Y
12/31/2014
Alternative employee recognition programs implemented
11/30/2014
3/31/2015
W2(E)
Terri Daniels
393
395
W2(E)
W3(A)
Cross-train employees in related positions
Terri Daniels
396
W3(A)
Terri Daniels
397
W3(A)
Terri Daniels
398
W3(A)
Terri Daniels
399
W3(A)
Terri Daniels
400
402
W3(A)
W3(B)
Evaluate and improve process efficiency in all library functions
Terri Daniels
403
W3(B)
John Kohl
Work with directors to map function
processes
12/31/2013
3/1/2015
404
W3(B)
John Kohl
Analyze process maps within and between
departments and identify opportunities for
streamlining, simplification, automation, or
elimination
3/31/2014
4/1/2015
405
W3(B)
John Kohl
Benchmark other libraries/organizations
and document best practices and
appropriate metrics
3/31/2014
6/1/2015
406
W3(B)
John Kohl
5/31/2014
9/1/2015
407
W3(B)
John Kohl
5/31/2014
10/1/2015
408
W3(B)
John Kohl
9/30/2014
2/1/2016
409
W3(B)
John Kohl
410
412
413
414
W3(B)
W3(C)
W3(C)
W3(C)
Merge Programs & Partnerships and Reference functions
John Kohl
415
W3(C)
Sandi Levin
416
W3(C)
Sandi Levin
Conduct cross-training
12/31/2013
3/31/2015
417
W3(C)
Sandi Levin
2/28/2014
7/31/2015
429
W3(E)
Establish a library student/recent graduate unpaid Internship program
Malinda Muller
430
W3(E)
Malinda Muller
431
W3(E)
Malinda Muller
432
W3(E)
Malinda Muller
Completion
Identify current practices and assess
strengths and weaknesses
Redesign, incorporate and expand on
current practices
Research, evaluate and implement best
practices
Design and implement staff and participant
feedback mechanism
433
W3(E)
Malinda Muller
434
W3(E)
Malinda Muller
Establish an “on-call list” of contract employees available to cover
occasional absences
occasional absences
occasional absences
Eustorgio Barajas
437
W3(F)
438
W3(F)
Sandi Levin
Sandi Levin
Eustorgio Barajas
MILESTONE
EXTENDED
DATE
392
W3(F)
COORDINATOR(S)
COMPLETED
(Y/N)
GOAL
436
PROJECT
TARGET
DATE
#
Review success of program, revise as
necessary
Completion
Work with directors to identify
opportunities for cross-training
Develop and document a plan and timeline
for each area
Ensure plans are implemented
Assess success of cross-training and revise
as necessary
Completion
Implement no-cost improvements.
Propose and budget for other
improvements including costs and impacts
on other departments
Plan, document, and implement process
changes and success metrics
Review changes and revise as necessary.
Document revisions.
Completion
Reconfigure desk/office locations
Adjust reference desk schedule
Develop project teams comprised of both
groups
3/31/2015
4/30/2015
2/28/2015
4/30/2015
7/31/2015
9/30/2015
10/31/2015
12/31/2014
5/1/2016
1/15/2015
6/15/2016
9/1/2013
9/1/2013
Y
Y
12/31/2013
Y
12/30/2013
Y
3/30/2014
Y
9/30/2014
Y
12/31/2014
y
Create handbook and guidelines
12/31/2014
Y
Completion
12/31/2014
Y
Working with supervisors, identify critical
needs and timing
Document on-call agreements and
compensation schedules
Page 10 of 21
2/28/2015
4/30/2015
9/30/2014
Delayed due to staffing changes. Now underway.
Partially complete; balance deferred due to cosntraints on HR resources
Took place over the summer program period
#
GOAL
439
W3(F)
PROJECT
COORDINATOR(S)
441
W3(F)
443
W4(A)
occasional absences
occasional absences
occasional absences
Provide continuing education and training opportunities
444
W4(A)
Eustorgio Barajas
445
W4(A)
Eustorgio Barajas
446
W4(A)
Eustorgio Barajas
447
W4(A)
Eustorgio Barajas
448
W4(A)
Eustorgio Barajas
450
W4(B)
451
W4(B)
452
W4(B)
453
W4(B)
454
W4(B)
455
W4(B)
456
W4(B)
457
W4(B)
459
W4(C)
Establish a volunteer program to provide additional support and
outreach
outreach
outreach
outreach
outreach
outreach
outreach
outreach
Expand the high school intern program
460
W4(C)
Shohreh Saljooghi
461
W4(C)
Shohreh Saljooghi
462
W4(C)
Shohreh Saljooghi
440
W3(F)
MILESTONE
TARGET
DATE
Eustorgio Barajas
Recruit on-call staff
6/30/2015
Eustorgio Barajas
Review program’s success and revise as
necessary
9/30/2015
Eustorgio Barajas
Completion
10/31/2015
Sandi Levin
Sandi Levin
Sandi Levin
Working with staff, identify training needs
and desires
Develop schedule of training events and
nominate trainers (in-house or from the
outside)
Working with trainers, develop curricula
and training materials
COMPLETED
(Y/N)
EXTENDED
DATE
2/28/2014
1/31/2015
4/30/2014
3/31/2015
6/30/2014
4/30/2015
Schedule and promote training events
7/31/2014
6/30/2015
Completion
8/31/2014
7/31/2015
Research existing public/nonprofit/govt
programs
Participate in available trainings and
workshops
Build program components and Develop
handbook
7/31/2013
Y
8/30/2013
Y
9/1/2013
Y
Sandi Levin
Develop recruitment procedures
10/31/2013
Y
2/28/2014
Sandi Levin
Recruit and Implement
12/31/2013
Y
12/31/2014
Sandi Levin
Assess effectiveness, SWOT
3/31/2014
6/30/2015
Sandi Levin
Completion
3/31/2014
9/30/2015
Coordinate and complete current pilot
project (4 interns)
Identify partner organizations to maximize
recruitment opportunities
Build and refine program components
8/2/2013
Y
Ongoing by request. Formal survey delayed due to staffing changes
and HR responsibilities
Partially implemented; still under revision
Ongoing
3/31/2014
4/15/2015
Extending search to identify possible partners
4/30/2014
4/15/2015
Partially completed
5/31/2014
4/15/2015
6/30/2014
4/15/2015
463
W4(C)
Shohreh Saljooghi
464
466
W4(C)
W4(E)
Conduct a space needs assessment for employee workspaces
Shohreh Saljooghi
Document procedures for expanded
program
Completion
467
W4(E)
Sandi Levin & Jaye Steinbrick
Interview directors
9/30/2013
Y
468
W4(E)
Survey staff
10/31/2013
y
5/28/2014
12/31/2013
Y
7/25/2014
469
W4(E)
Analyze trends, future projects and
anticipated changes
470
W4(E)
Draft report with recommendations
1/31/2014
7/1/2015
471
W4(E)
Completion
2/28/2014
12/31/2015
473
474
W4(F)
W4(F)
Install document management and/or collaboration software
Technology Manager
Acquire licensing
7/31/2013
Page 11 of 21
Y
Commenced but not completed.
Partially complete; undergoing refinement due to staffing changes
#
GOAL
PROJECT
COORDINATOR(S)
475
W4(F)
Technology Manager
476
W4(F)
Technology Manager
477
479
W4(F)
T1(A)
Develop eBranches for distribution throughout the County
Technology Manager
480
T1(A)
481
T1(A)
482
T1(A)
483
T1(A)
Linda Heichman & Jaye
Steinbrick
Steinbrick
Steinbrick
Steinbrick
Steinbrick
Steinbrick
MILESTONE
Meet with staff and vendor to create
implementation plan
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
Initial component complete; additional components in development.
Transition of external vendor support for the project and internal realignment of IT support managerial responsibilities have taken longer
than anticipated. Project assigned to new IT Manager, dates updated.
11/15/2013
2/30/2015
12/1/2013
3/31/2015
2/1/2014
5/31/2015
SWOT assessment based upon pilot
program
3/31/2014
12/31/2015
Pilot ongoing; eBranch metrics continue to be recorded.
Develop additional technology and tools
6/30/2014
6/30/2015
Longer lead time for technology development
Pilot new tools
9/30/2014
9/30/2015
Launch “next phase” eBranch
12/31/2014
12/31/2015
Recommend program for ongoing
implementation
3/31/2015
6/30/2016
Completion
6/30/2015
6/30/2016
Install software including required
workflow definitions
Completion
484
T1(A)
485
T1(A)
487
T1(B)
Develop next-generation collection management practices, including
replacement of Voyager (Integrated Library Systems software)
488
T1(B)
Meiling Li
Establish committee to review
requirements and begin creation of RFP
2/1/2014
Y
1/14/2015
As highlighted in staff report and discussion at 12/16/2014 Board
meeting, re-aligned timeline with Accounting upgrade project to ensure
compatibility and integration. Both projects underway concurrently.
489
T1(B)
Meiling Li
Complete LC re-classification and relabeling project
6/30/2014
Y
10/30/2014
Initial target date extended due to Impact on project workflow
resulting from significant loss of key staff, but now completed
490
T1(B)
Meiling Li
Begin public bid process
12/31/2014
4/1/2015
491
T1(B)
Meiling Li
RFP and vendor product demonstrations
1/31/2015
5/15/2015
492
T1(B)
Meiling Li
Sign contract /set implementation schedule
3/31/2015
8/30/2015
493
T1(B)
Meiling Li
Conduct data load tests and assess integrity
7/31/2015
11/31/2015
494
T1(B)
Meiling Li
Conduct staff training
8/31/2015
1/20/2016
495
T1(B)
Meiling Li
Go live
9/30/2015
2/1/2016
496
T1(B)
Meiling Li
Completion
10/31/2015
3/1/2016
498
T1(C)
Develop a Law Library mobile application
499
T1(C)
Adam Rosenblum
Work with staff to determine content
7/1/2014
500
T1(C)
Adam Rosenblum
Create beta web-app for testing
9/15/2014
4/15/2015
501
T1(C)
Adam Rosenblum
Staff review of content & functionality
9/30/2014
4/30/2015
Page 12 of 21
5 month launch, 1 month compiling recommendation
Have spoken with Web committee and have started researching the
best ways to turn website into a mobile version.
Y
#
GOAL
PROJECT
COORDINATOR(S)
502
T1(C)
Adam Rosenblum
503
T1(C)
Adam Rosenblum
504
T1(C)
Adam Rosenblum
506
T1(D)
Non-circulating mobile devices for use in Library with legal apps/ebooks
507
T1(D)
Non-circulating mobile devices for use in Library with legal apps/ebooks Technology Manager
508
T1(D)
509
T1(D)
510
T1(D)
511
T1(D)
MILESTONE
Go live - Make web-application available
online
Develop ongoing program to review and
expand content
Completion
Determine available, relevant content
Review technology, create budget
estimates & recommendation
Create 90 day pilot implementation plan /
Order equipment
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
11/1/2014
6/1/2015
12/31/2014
8/1/2015
Ongoing
12/31/2014
8/1/2015
Ongoing
3/1/2014
Y
In the process of working with staff to determine content.
5/1/2014
12/31/2015
7/15/2014
1/30/2016
Test pilot configurations
9/15/2014
4/30/2016
Make available to patrons
10/15/2014
6/15/2016
12/31/2014
10/31/2016
4/15/2017
512
T1(D)
Develop ongoing program to review and
expand
513
T1(D)
Completion
12/31/2014
514
515
516
T2(A)
T2(A)
T2(A)
Upgrade Navision
Upgrade Navision
Upgrade Navision
John Kohl
Jaye Steinbrick
John Kohl
10/30/2013
New
New
517
T2(A)
Upgrade Navision
John Kohl
518
T2(A)
Upgrade Navision
John Kohl
519
T2(A)
Upgrade Navision
John Kohl
520
521
521
523
T2(A)
T2(A)
T2(A)
T2(B)
Upgrade Navision
Upgrade Navision
Upgrade Navision
Provide the option to pay fees, fines and charges online
John Kohl
John Kohl
John Kohl
Needs assessment
Hire IT Manager
Focus Group
Confirm whether Navision is the right
solution
Conduct RFP
Plan and implement data migration
including software customization
Plan for rollout and training
Go live and document changes
Completion
524
T2(B)
Technology Manager
525
526
T2(B)
T2(B)
Technology Manager
Technology Manager
Finalize PayPal account banking
requirements
Determine system capabilities
Create workflow processing chart(s)
527
T2(B)
Technology Manager
Begin programming/Implementation
10/1/2013
528
T2(B)
Technology Manager
Test and assure functionality
9/30/2013
4/30/2015
529
530
T2(B)
T2(B)
Technology Manager
Technology Manager
Go live and document changes
Completion
2/1/2014
2/28/2014
7/31/2015
12/15/2015
532
T2(C)
533
T2(C)
Evaluate technical requirements
7/1/2013
Y
534
T2(C)
Turn-on/test Functionality
8/1/2013
Y
535
T2(C)
536
T2(C)
537
T2(C)
545
T2(E)
Provide the option to renew materials and manage Library user account
online
online
online
online
online
online
Provide catalog searching capabilities in closed stacks
546
T2(E)
Jeremy Samler
547
T2(E)
Jeremy Samler
Jaye Steinbrick & Angelica
Buenrostro
Buenrostro
Buenrostro
Buenrostro
Buenrostro
Work with communications to notify
borrowers
Establish online payment options (see
T2(B))
Completion
Identify locations in the stacks for
deployment
Verify and/or expand Wi-Fi coverage
Page 13 of 21
Y
2/20/2015
6/30/2014
1/13/2015
11/30/2013
9/7/2015
10/30/2013
10/31/2015
1/31/2014
5/26/2016
3/31/2014
4/30/2014
5/31/2014
5/31/2016
6/17/2016
6/20/2016
6/30/2013
7/31/2013
9/15/2013
Will reassign to new IT Manager - Dates revised.
Delayed due to staffing changes. Currently underway.
Project assigned to new IT Manager, dates updated.
Y
Y
Y
The new website has integrated Paypal as payment option for class
registration.
Y
Software issues with ILS system have delayed integration with Voyager.
Project will be assigned to new IT Manager, dates updated.
Database access problem arose on 1st test & needs to be addressed.
9/1/2013
3/31/2015
Software issues with ILS system continue to delay this project.
2/1/2014
5/15/2015
This function may be eliminated from project due to pending ILS
upgrade
2/15/2014
5/31/2015
7/1/2013
Y
9/1/2013
Y
#
GOAL
PROJECT
COORDINATOR(S)
548
T2(E)
Jeremy Samler
549
550
T2(E)
T2(E)
Jeremy Samler
Jeremy Samler
574
F1(D)
Evaluate and renegotiate relationships with vendors to maximize
value/resources
MILESTONE
Repurpose existing, available hardware as
search stations
Installation and training
Completion
TARGET
DATE
COMPLETED
(Y/N)
10/1/2013
Y
3/31/2014
4/30/2014
n
n
EXTENDED
DATE
10/31/2015
12/31/2015
Need additional equipment, budget item
Delayed due to staffing changes. Currently underway.
John Kohl
Working with department heads, produce a
vendor contract negotiation plan including
negotiation schedule, annual spend,
contract renewal dates, if any, and the
point person for each vendor
10/31/2013
1/31/2015
John Kohl
Develop a negotiation protocol for each
vendor including expected outcomes
11/30/2013
2/28/2015
John Kohl
Evaluate interim success with vendor
negotiations and revise as necessary
3/31/2014
3/31/2015
John Kohl
Completion
4/30/2014
4/15/2015
2/28/2014
2/1/2015
4/30/2014
3/1/2015
6/30/2014
5/1/2015
575
F1(D)
value/resources
576
F1(D)
value/resources
577
F1(D)
578
F1(D)
580
F1(E)
value/resources
value/resources
Consider annual merit increases
581
F1(E)
John Kohl
582
F1(E)
John Kohl
583
585
F1(E)
F2(A)
Apply for grants
John Kohl
586
F2(A)
Apply for grants
Linda Heichman
587
F2(A)
Apply for grants
Linda Heichman
588
F2(A)
Apply for grants
Linda Heichman
589
F2(A)
Apply for grants
590
F2(A)
591
F2(A)
593
F2(B)
Consider legislative proposal to authorize revenue-generating activities
594
F2(B)
595
596
Document salary adjustment history for
staff and benchmark comparable
institutions
Make recommendation to ED subject to
budget constraints
Completion
Identify areas/ projects for desired grant
funding
Determine slate of potential grants and
grant cycles through FY2015
10/31/2013
Y
12/31/2013
12/31/2013
Y
3/31/2014
Develop schedule of grant opportunities
and assign responsibilities
1/31/2014
Y
6/30/2014
Linda Heichman
Apply for minimum of 3 grants
6/30/2014
Y
12/31/2014
Apply for grants
Linda Heichman
Target budget line item, forecast for grants.
6/30/2015
Apply for grants
Linda Heichman
Completion
Sandi Levin
Confer with CCCLL directors
10/31/2013
Y
F2(B)
Sandi Levin
Meet with CCCLL lobbyist
11/30/2013
Y
F2(B)
Sandi Levin
Present proposal for BOT review
1/31/2014
Y
3/31/2014
Y
Ongoing
597
F2(B)
Sandi Levin
598
F2(B)
Sandi Levin
Identify sponsors
4/30/2014
Y
9/30/2014
Y
Y
599
F2(B)
Sandi Levin
600
F2(B)
Sandi Levin
Lobby legislators
12/31/2014
601
F2(B)
Sandi Levin
Completion
6/30/2015
603
F2(C)
Promote conference room rentals and develop informational outreach
Page 14 of 21
List of grants compiled.
IMLS Sparks!, Community Stories, project partner on TIG (LAFLA lead);
Incubator proposal.
6/30/2015
Present proposal to CCCLL executive board
for consideration
Present proposal to CCCLL at annual
conference
Partially complete. A portion was signed into law. Balance is slated for
next session; sponsor identified
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
604
F2(C)
Leigh Garcia
Finalize marketing material, content
8/1/2013
Y
605
F2(C)
Leigh Garcia
Identify key marketing opportunities
8/15/2013
Y
9/1/2013
Y
4/1/2014
6/1/2014
606
F2(C)
Leigh Garcia
Create marketing campaign/timeline / kickoff campaign
607
F2(C)
Leigh Garcia
Evaluate/ measure success
12/31/2013
Y
608
F2(C)
Leigh Garcia
Recommend budget line item for FY2015
3/31/2014
y
609
F2(C)
Leigh Garcia
Completion
Ongoing
Y
611
612
613
F2(D)
F2(D)
F2(D)
Develop conceptual plan for café
Jaye Steinbrick
Jaye Steinbrick
5/14/2014
1/15/2015
2/29/2015
614
F2(D)
Jaye Steinbrick
6/14/2014
2/29/2015
615
F2(D)
Jaye Steinbrick
9/1/2014
4/28/2015
616
618
F2(D)
F2(E)
Provide a notary service for a fee
Jaye Steinbrick
Identify footprint / services
Identify potential vendors
Identify funding resources and partner
agencies
Present a conceptual plan to the Board of
Trustees
Completion
619
F2(E)
Eustorgio Barajas
Identify options (in-house; contract; etc.)
3/31/2014
1/31/2015
4/30/2014
3/31/2015
8/30/2014
4/30/2015
9/30/2014
11/30/2014
2/28/2015
3/31/2015
5/31/2015
6/30/2015
10/31/2015
12/31/2015
6/30/2014
1/31/2015
Deferred due to other priorities
620
F2(E)
Eustorgio Barajas
621
F2(E)
Eustorgio Barajas
622
623
624
625
627
F2(E)
F2(E)
F2(E)
F2(E)
F2(F)
Provide e-filing for a fee
Eustorgio Barajas
Eustorgio Barajas
Eustorgio Barajas
Eustorgio Barajas
628
F2(F)
Ryan Metheny
629
F2(F)
Ryan Metheny
630
F2(F)
Ryan Metheny
631
F2(F)
Ryan Metheny
632
633
634
F2(F)
F2(F)
F2(F)
Ryan Metheny
Ryan Metheny
Ryan Metheny
636
F2(G)
637
F2(G)
638
F2(G)
639
F2(G)
Offer fee-based collection acquisition and management services to other
libraries
libraries
libraries
libraries
libraries
libraries
libraries
libraries
Outreach to law firms & bar associations
640
F2(G)
641
F2(G)
642
F2(G)
643
F2(G)
645
F3(A)
Write proposal to coordinate notary
services and training
Work with notary candidates and
coordinate training
Write policies and procedures
Announce and roll-out
Evaluate effectiveness and usage
Completion
Research court requirements, existing
needs and solutions
Identify potential services and prospective
user groups
Draft procedures and policy
Present recommendation to Board of
Trustees
Implement
Assess and revise as needed
Completion
4/28/2015
Identified potential service partners; further work required
8/30/2014
2/28/2015
11/30/2014
3/31/2015
1/31/2015
4/30/2015
3/31/2015
5/31/2015
6/30/2015
5/31/2015
5/31/2016
5/31/2016
Sandi Levin
Assess capacity for contract services and
performance standards
12/31/2013
Sandi Levin
Identify costs and constraints
12/31/2013
12/31/2015
Sandi Levin
Identify potential ‘customers’
1/31/2014
12/31/2015
Sandi Levin
Negotiate test site contract /identify
performance metrics
6/30/2014
12/31/2015
Sandi Levin
Evaluate success and performance metrics
2/28/2015
Sandi Levin
Recommend program for future contracts
4/30/2015
Sandi Levin
Completion
5/31/2015
Page 15 of 21
Delayed due to pending legislation.
Y
Preliminary inquiries have not yielded favorable results. Exploring
other options/avenues.
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
646
F3(A)
Ryan Metheny
Establish rapport with bar association
leaders
1/31/2014
Y
647
F3(A)
Ryan Metheny
Select target organizations to work with
3/30/2014
Y
648
F3(A)
Ryan Metheny
Conduct needs assessments
3/30/2014
Y
649
F3(A)
Ryan Metheny
Assess and document options
6/30/2014
3/31/2015
650
F3(A)
Ryan Metheny
Devise mutually agreed upon programs
6/30/2014
5/31/2015
651
F3(A)
Ryan Metheny
Implement programs
9/30/2014
7/31/2015
652
F3(A)
Ryan Metheny
653
655
656
F3(A)
F3(B)
F3(B)
Build relationships with relevant corporate entities
Ryan Metheny
657
F3(B)
Sandi Levin
658
F3(B)
Sandi Levin
659
F3(B)
Sandi Levin
660
662
663
F3(B)
F3(C)
F3(C)
Establish a speakers’ bureau
Sandi Levin
664
F3(C)
Sandi Levin
665
666
667
668
669
671
F3(C)
F3(C)
F3(C)
F3(C)
F3(C)
S1(A)
Preserve service levels by maintaining adequate staffing
Sandi Levin
Sandi Levin
Sandi Levin
Sandi Levin
Sandi Levin
672
S1(A)
John Kohl
673
S1(A)
John Kohl
674
S1(A)
John Kohl
675
S1(A)
John Kohl
676
678
S1(A)
S1(B)
Expand legal resources available & visible on the internet
John Kohl
679
S1(B)
Austin Stoub
680
S1(B)
Austin Stoub
681
S1(B)
Austin Stoub
682
S1(B)
Austin Stoub
Sandi Levin
Sandi Levin
683
S1(B)
Austin Stoub
684
S1(B)
Austin Stoub
685
S1(B)
Austin Stoub
686
S1(B)
Austin Stoub
Assess results & recommend ongoing
programs
Completion
Identify candidate organizations
Contact organizations and discuss
opportunities (min 4)
Implement test programs
Assess results & recommend ongoing
programs
Completion
Research and review existing models
Develop parameters, incentives and
program
Announce program
Conduct outreach
Launch
Assess and revise, as needed
Completion
Working with supervisors and employee
groups, establish baseline productivity
metrics
Benchmark productivity at comparable
institutions
Establish target metrics
Recommend changes in staffing to achieve
targets
Completion
Assess current internet-based resources for
gaps in coverage
Identify potential resources that can be
added to collection
Assess technical feasibility and negotiate
with vendors; budget for additional
resources
Implement new resources on test site
Develop metrics to evaluate user
satisfaction and assess
Launch resources on website
Survey users for feedback on usability and
revise as needed
Completion
Page 16 of 21
10/31/2014
9/30/2015
11/30/2014
10/31/2015
3/30/2014
Partial. Business development for law firms and speakers bureau for
library for MCLE programs; Writing for legal secretary associations, bar
journals and magazines, for example, Los Angeles Lawyer and Valley
Lawyer
Commenced but not completed. Lawyers in the Library, meetings bar
association execs, law firm reps commenced. Establishing outreach to
law firms through publications.
Some programs implemented. Will expand & refine outreach in coming
year.
10/31/2014
Some candidates identified; further research needed
6/30/2014
2/28/2015
Some candidates identified; further research needed
9/30/2014
3/31/2015
10/31/2014
4/30/2015
11/30/2014
6/30/2015
9/30/2013
Y
Y
12/31/2013
3/31/2015
1/31/2014
3/31/2014
4/30/2014
6/30/2014
9/30/2014
4/30/2015
5/31/2015
6/30/2015
8/31/2015
9/30/2015
9/30/2014
4/1/2015
11/30/2014
6/1/2015
1/31/2015
8/1/2015
3/31/2015
10/1/2015
6/30/2015
2/1/2016
12/31/2013
Awaiting further development of in-house MCLE programs; delayed
due to other priorities
Delayed due to staff transition. Commenced but not completed.
Y
3/31/2014
3/31/2015
6/30/2014
3/31/2015
9/30/2014
6/30/2015
10/31/2014
6/30/2015
12/31/2014
3/31/2015
9/30/2015
6/31/15
9/30/2015
Selection in process
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
688
S1(C)
Create an advance reservation system for Library computers
689
S1(C)
Adam Rosenblum
Add option into public website
9/1/2013
5/11/2015
Implemented the basic framework, need to insert scripts into public
website. Website Location not yet identified. Delayed due to vacany in
IT Manager position
690
S1(C)
Adam Rosenblum
Work with IT staff to test implementation
9/15/2013
5/25/2015
IT has implemented the basic framework. Waiting for approval before
implementation and moving on to the next step.
691
S1(C)
Adam Rosenblum
Training and testing with reference staff
9/30/2013
5/29/2015
692
693
695
S1(C)
S1(C)
S1(D)
Provide self-serve scanning equipment in the Library
Adam Rosenblum
Adam Rosenblum
Create promotional materials
Completion
10/1/2013
11/15/2013
6/15/2015
6/20/2015
696
S1(D)
Jaye Steinbrick & Technology
Manager
Work with staff and patrons to evaluate
technology requirements.
10/15/2014
11/15/2015
697
S1(D)
Manager
Evaluate existing solutions and make final
recommendation, proceed with purchasing.
11/15/2014
12/15/2015
698
S1(D)
Manager
Install public scanner with signage and print
materials
2/1/2015
3/1/2016
699
S1(D)
Manager
Assess effectiveness of implementation and
make adjustments as needed.
5/31/2015
5/1/2016
700
S1(D)
Manager
Completion
5/31/2015
5/1/2016
Ralph Stahlberg
Survey other libraries and internal staff for
best practices
10/31/2013
Y
Ralph Stahlberg
Identify successful alternatives
10/31/2013
Y
Ralph Stahlberg
Recommend policies and conduct training
12/31/2013
1/30/2015
Ralph Stahlberg
Assess effectiveness and revise as needed
9/30/2014
3/31/2015
Ralph Stahlberg
Completion
10/30/2014
10/30/2015
Channa Cajero
Identify patron groups
12/31/2013
Y
Y
Establish and implement a policy for how to handle patrons with greater
needs and time demands
Create a plan to provide ebooks in the Library, beginning with research
to determine patron needs and preferences
702
S1(E)
703
S1(E)
704
S1(E)
705
S1(E)
706
S1(E)
707
S1(E)
724
S1(H)
725
S1(H)
726
S1(H)
Channa Cajero
Set up and hold focus groups
12/31/2013
727
S1(H)
Channa Cajero
Draft and distribute survey to user groups
728
S1(H)
Channa Cajero
729
S1(H)
730
S1(H)
732
S1(I)
733
S1(I)
Provide quality, comprehensive, face-to-face reference services by
trained librarians
trained librarians
Defferred to fiscal year 2015-16 budget to combine with copier
replacements for cost-savings and efficiency.
Little feedback from other public law libraries, but good info from
library publications
Informally discussed strategies with staff. Formal policy delayed due to
other assignments
2/15/2014
This project is being coordinated with objective C1(B). Extended dates
for focus groups and survey reflect extended dates for objective C1(B).
3/31/2014
2/28/2015
This project is being coordinated with objective C1(B). Extended dates
for focus groups and survey reflect extended dates for objective C1(B).
Survey distribution begin date: January 19, 2015.
Review results and make assessments
12/31/2014
4/15/2015
Channa Cajero
Present recommendations
12/31/2014
4/15/2015
Channa Cajero
Completion
1/31/2015
5/31/2015
Ralph Stahlberg
Identify a set of effective reference
standards/techniques
9/30/2013
Page 17 of 21
Y
This project is being coordinated with objective C1(B). Extended date
reflects new deadline to draft and distribute survey to user groups for
objective C1(B).
reflects new deadline to draft and distribute survey to user groups for
objective C1(B).
reflects new completion date for objective C1(B).
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
734
S1(I)
trained librarians
Ralph Stahlberg
Evaluate current staff performance
12/31/2013
Y
Ongoing as part of regular duties
735
S1(I)
trained librarians
Ralph Stahlberg
Develop training regimen for current
librarians and new hires
1/31/2014
Y
Integrated with intern/extern/volunteer initiatives. Major components
implemented as part of regular reference work, e.g., trainings from
vendors and attendance at workshops, conferences, webinars.
736
S1(I)
trained librarians
Ralph Stahlberg
Evaluate effectiveness of new
standards/techniques by surveying users
10/31/2014
10/31/2015
737
S1(I)
Ralph Stahlberg
Amend training regime as needed based
upon survey results.
11/30/2014
12/31/2015
738
S1(I)
Ralph Stahlberg
Completion
740
S2(A)
741
S2(A)
Janine Liebert
Identify and assess virtual self-help center
models
8/30/2013
742
S2(A)
Janine Liebert
Generate report of findings and make
recommendations
11/30/2013
3/31/2015
743
S2(A)
Janine Liebert
Identify and seek funding sources
6/30/2014
3/31/2015
744
S2(A)
Janine Liebert
Garner input (technology, staff, funding)
6/30/2014
3/31/2015
745
S2(A)
Janine Liebert
Develop content
6/30/2014
6/30/2015
746
S2(A)
Janine Liebert
Design look and feel for target audience
9/30/2014
6/30/2015
747
S2(A)
Janine Liebert
Upload and implement
12/31/2014
9/30/2015
748
S2(A)
Janine Liebert
Completion
3/31/2015
12/31/2015
750
S2(B)
751
S2(B)
Janine Liebert
Assess feasibility
9/30/2013
Y
11/30/2013
752
S2(B)
Janine Liebert
Identify and assess model videos
9/30/2013
Y
11/30/2013
753
S2(B)
Create video programs addressing basic legal issues (e.g., Courtroom
Basics)
Janine Liebert
Identify and establish cooperative legal aid
partner
12/30/13
y
6/30/2014
Bet Tzedek and the California Coalition on Comsumer Justice are
interested in partnering with us if we are able to secure funding and the
equipment to create the videos
754
S2(B)
Basics)
Janine Liebert
3/30/2014
3/31/2015
Conversations underway with PLI who has hired an attorney to manage
their pro bono programming. Topic under consideration is how to talk
to a lawyer and tie-in to Lawyers in the Library. A2J interns will be doing
competitive intelligence to see what video content has already been
created that is relevant to this topic.
755
S2(B)
Basics)
Janine Liebert
Develop script and vet with stakeholder
advisors
3/30/2014
6/30/2015
756
S2(B)
Janine Liebert
Produce video
9/30/2014
9/30/2015
757
S2(B)
Janine Liebert
Publish and create distribution plan
9/30/2014
12/31/2015
758
S2(B)
Janine Liebert
Duplicate in Spanish and other languages
3/30/2015
759
S2(B)
Janine Liebert
Completion
4/30/2015
761
S2(C)
trained librarians
trained librarians
Development of online self-help and lay-friendly substantive materials
(similar to eBranch)
Basics)
Basics)
Basics)
Basics)
Basics)
Basics)
Basics)
Develop transportation resource handouts for litigants
Review other surveys in S. Plan before preparing
1/2/2016
Page 18 of 21
Y
11/30/2013
New A2J volunteer interns will review existing resources and develop
recommendations for updating LALL's self-help section
this will take place in conjunction with reconvening of website
committee and start of A2J interns.
Subject to partnering with PLI who has all of the video recording
equipment. Also, video recording equipment may be secured as part of
RM's small business series by June 2015.
Deferred because source of funding and equipment needs still need to
be identified and confirmed.
Deferred because source of funding and equipment needs still need to
be identified and confirmed.
#
GOAL
PROJECT
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
762
S2(C)
Adam Rosenblum
Collect and evaluate available Information
8/1/2013
5/15/2015
Information collected, but needs updating. Will reevaluate scope of
project in light of LASC web update
763
S2(C)
Adam Rosenblum
Assemble information into usable print and
online resources / present draft
10/1/2013
6/15/2015
Delay due to complex layout and other priorities.
764
S2(C)
Adam Rosenblum
Make information available to the public.
10/15/2013
7/20/2015
765
767
768
769
S2(C)
S2(D)
S2(D)
S2(D)
Develop translation resource handouts
Adam Rosenblum
Completion
10/15/2013
7/20/2015
Linda Heichman
Linda Heichman
Establish committee to assess needs
Identify existing resources
1/31/2014
6/30/2014
770
S2(D)
Linda Heichman
Evaluate effectiveness of existing process
9/30/2014
771
S2(D)
Linda Heichman
Develop handout
12/31/2014
9/30/2015
772
S2(D)
Linda Heichman
Recommend plan for future improvements
3/31/2015
12/31/2015
773
S2(D)
Completion
3/31/2015
12/31/2015
785
S2(F)
786
S2(F)
Further investigate working models
6/30/2014
Y
787
S2(F)
Linda Heichman
Coordinate with lawyer referral services, judiciary and local bar
associations on unbundling of legal services and development of delivery
model at library
associations on unbundling of legal services and development of delivery Janine Liebert
model at library
model at library
Identify prospective partners and gauge
interest with applicable bar associations
9/30/2014
Y
788
S2(F)
Design structure and plan program
12/30/2014
Y
789
S2(F)
Janine Liebert
Establish MOU
12/30/2014
Y
790
S2(F)
Janine Liebert
Implement soft launch
1/30/2015
791
S2(F)
Janine Liebert
Assess
3/30/2015
792
S2(F)
Janine Liebert
Expand program
6/30/2015
793
S2(F)
Janine Liebert
Completion
795
S2(G)
796
S2(G)
Janine Liebert
Conduct Needs Assessment
12/30/2013
Y
797
S2(G)
Develop and implement model for library-based clinics and self-help
workshops for delivery of civil self-help services.
Janine Liebert
Assess feasibility
12/30/2013
Y
798
S2(G)
Janine Liebert
3/30/2014
Y
799
S2(G)
Janine Liebert
Launch pilot program(s)
9/30/2014
Y
800
S2(G)
Janine Liebert
Assess and document outcomes
3/30/2015
model at library
model at library
model at library
model at library
model at library
model at library
Y
3/31/2015
Delayed due to other priorities
6/30/2015
10/31/2014
Recommendation to follow 3 months after initial development of
handout.
Commenced vis a vis Los Angeles Collaborative Consortium discussions
(modest means training and referral service) and meetings and
regularized Lawyers in the Library.
Lawyers in the Library is now regularized and no longer legal aid-based.
Library has also agreed to support the County-wide incubator
consortium, which has the potential to create referrals for unbundled
or modest means fee-based services.
Not necessary under model as implemented
Dates to be adjusted to coordinate with incubator
6/31/15
Page 19 of 21
3/31/2014
Expungement Clnic ongoing on monthly basis. Discussions and test
porjects ongoing with trial readiness clinic, Public Counsel's appellate
law project and immigration legal aid partners.
Firm sponsorship obtained for expungment clinic; application for TIG
funding underway to expand name change workshop; trial readiness
converted to fee-based model
adult name change workshop, family law trial prep and expungement
clinic all regularized
#
GOAL
PROJECT
COORDINATOR(S)
801
S2(G)
802
S2(G)
804
805
S2(H)
S2(H)
Offer more training from vendors and publishers
806
S2(H)
Katie O'Laughlin
807
S2(H)
Katie O'Laughlin
808
S2(H)
Katie O'Laughlin
809
810
819
S2(H)
S2(H)
S3(B)
Confirm plan for new Long Beach Branch
820
S3(B)
821
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
Janine Liebert
Expand programs
9/30/2015
Janine Liebert
Completion
12/30/2015
Katie O'Laughlin
7/22/2013
Y
8/26/2013
Y
9/23/2013
y
6/1/2014
10/21/2013
y
12/1/2014
Katie O'Laughlin
Katie O'Laughlin
Identify training needs
Develop contact list of vendors and
publishers
Create schedule of training events and
intended audience
Develop and distribute summary of training
opportunities
Administer training events
Completion
12/31/2013
2/28/2014
y
Y
12/1/2014
12/1/2014
Linda Heichman
Discuss options for Long Beach presence
7/31/2013
Y
S3(B)
Linda Heichman
Pilot eBranch and/or mini-branch (LBPL)
9/30/2013
Y
12/31/2013
822
823
S3(B)
S3(B)
Linda Heichman
Linda Heichman
Evaluate and assess LB presence
Completion
12/31/2013
3/31/2014
Y
Y
12/31/2014
12/31/2014
Delayed due to 90-day moratorium on room alteration; delay in
installing data lines.
Draft report underway.
Additional time needed for evaluation/assessment.
825
S3(C)
826
S3(C)
Janine Liebert
Asses needs and models of delivery
3/30/2015
827
S3(C)
Janine Liebert
Identify potential partners
3/30/2015
Janine Liebert
Identify technology requirements and
distribution framework
9/30/2015
Janine Liebert
9/30/2015
Janine Liebert
Implement soft launch / Test usability
3/30/2016
Janine Liebert
Implement full launch
6/30/2016
Janine Liebert
Assess
12/31/2016
Janine Liebert
Completion
12/31/2016
2/28/2015
Internal discussions ongoing; evaluating models to minimize exposure
833
S3(C)
835
S3(D)
Expand access to form templates and precedent beyond court-provided
forms (e.g., commonly requested motions).
Establish a program for legal document assistants in the library
836
S3(D)
Malinda Muller
837
S3(D)
Malinda Muller
838
S3(D)
Malinda Muller
Determine liability, write contracts / MOU
3/30/2015
839
S3(D)
Malinda Muller
Soft launch program
6/30/2015
840
S3(D)
Malinda Muller
Create feedback mechanism and metrics
6/30/2015
841
842
S3(D)
S3(D)
Malinda Muller
Malinda Muller
Assess success of program
Completion
9/30/2015
12/30/2015
844
S3(E)
845
S3(E)
Offer training and materials to the courts, including library resources,
FAQ’s and referral sheets
Ralph Stahlberg
Research court needs and FAQ’s
12/31/2013
Y
4/1/2014
3/31/2014
Y
4/30/2014
3/31/2014
Y
828
S3(C)
829
S3(C)
830
S3(C)
831
S3(C)
832
S3(C)
846
S3(E)
847
S3(E)
Ralph Stahlberg
Ralph Stahlberg
Identify and assess viability with
organization leaders
Assess components and recommend
policies and procedures
Develop resource/referral sheets for
distribution by court personnel
Develop curriculum for judicial education
seminars
Page 20 of 21
12/30/2014
Regular Lexis and Westlaw classes now scheduled - need more time to
develop other classes
Continuing to contact vendors other than Lexis & Westlaw and
investigate possibility of public training classes
ongoing trainings
3/30/2015
Working to refine current referral sheet, P&P and Communications
distribute flyers at courthouse
Info from Court administrator was that their needs are currently met;
annual judicial webinar ongoing
#
GOAL
PROJECT
848
S3(E)
849
S3(E)
851
S4(A)
Establish eBranches throughout the County
852
S4(A)
853
S4(A)
COORDINATOR(S)
MILESTONE
TARGET
DATE
COMPLETED
(Y/N)
EXTENDED
DATE
Ralph Stahlberg
Assess efficacy and seek feedback from
courts
6/30/2014
Y
Ref working with Communications and P&P actively posting and
delivering library flyers, positive comments from court staff
Ralph Stahlberg
Completion
9/30/2014
y
Steinbrick
Steinbrick
Steinbrick
Steinbrick
Steinbrick
Steinbrick
SWOT assessment based upon pilot
program
3/31/2014
12/31/2015
5 locations in place as pilot.
Develop additional technology and tools
6/30/2014
6/30/2015
Longer lead time for technology development
Identify strategic locations and develop
partnerships
7/31/2014
9/30/2015
Pilot new tools
9/30/2014
12/31/2015
Launch “next phase” eBranch
12/31/2014
6/30/2016
5 month launch, 1 month compiling recommendation
Completion
Ongoing?
6/30/2016
Completion to correspond with recommendation for ongoing
implementation
854
S4(A)
855
S4(A)
856
S4(A)
857
S4(A)
859
S4(B)
Expand training at partnership locations
860
S4(B)
Linda Heichman
Develop slate of public and staff training
9/30/2013
Y
12/31/2013
861
862
S4(B)
S4(B)
Linda Heichman
Linda Heichman
1/31/2014
4/30/2014
Y
Y
3/31/2014
12/31/2014
863
S4(B)
Linda Heichman
6/30/2014
Y
3/31/2015
864
S4(B)
Linda Heichman
Launch public and staff training
Assess and revise as needed
Recommend program for ongoing, regular,
public and staff training
Completion
7/31/2014
Y
3/31/2015
Page 21 of 21
Delayed due to staff changes/lack of engaged interest among some
partnership libraries.
Classes underway
MEMORANDUM
DATE:
January 21, 2015
TO:
FROM:
Eustorgio Barajas, Executive Assistant
RE:
Law Library Job Descriptions
SUMMARY
On a periodic basis, staff brings to the Board for approval and discrepancies or
recommended changes in job descriptions. The goal is to bring updates to the Board
approximately twice per year to ensure that the Library’s job descriptions remain
current and accurate. Today, the Board is asked to approve updated job descriptions for
the positions of Library Clerk - Facilities and Technology Manager.
BACKGROUND
The proposed, revised job descriptions are attached in redline format.
1) Technology Manager;
http://www.lalawlibrary.org/pdfs/JD/Manager-Technology-Revised-20150121.pdf
The Technology Manager position is currently open for recruitment. In order to
effectively recruit for the most qualified candidates, updates were made that would
emphasis the technology requirements of the position over the experience of working in
a Library environment.
2) Library Clerk-Facilities;
http://www.lalawlibrary.org/pdfs/JD/Library-Clerk-Facilities-Revised-20150121.pdf
The Library Clerk – Facilities position was created following the reorganization in 2013.
With the input of the current clerk, the job description was revised to better align the
work assignments of the Library Clerk - Facilities, with the actual day to day experience
in the position. The revised job description was also provided to SEIU for comment.
RECOMMENDATION
Staff recommends that the Board approve the revised job descriptions.
LA LAW LIBR ARY
J OB D E SCR I PT I ON
Title:
Library Clerk
Department:
Facilities
Focus:
Mail Room
Reports to:
Facilities Manager
Position(s) Supervised:
None
FLSA Status:
Non-Exempt
Salary Grade:
2
Union Status:
Eligible for Representation
Effective Date:
Position Summary
Supports the development and maintenance of the Mail Room to ensure accuracy and timeliness for all mail,
supplies, and equipment deliverables and receipts into the Library and performs various maintenance tasks
facility wide.
Responsibilities and Duties
The following activities are within the responsibilities of the Administrative Mail Room Clerk working under
general supervision:
Facilities and Events
• Set up the training center and other facilities for external and internal events, classes, and meetings.
• Work closely with Executive Office and Communications to execute plans for special events including
assisting third party caterers, bartenders, musicians, etc.
• Assist with post-event breakdown and cleanup.
• Replaces batteries, light bulbs and water filters as requiredfacility wide.
Maintain internal mail distribution processes:
• Support the development and maintenance of Mailroom Delivery processes to insure they’re updated
and accurate
• Establish mail delivery schedule to meet customer needs
• Establish set time for mail that is picked up to be sent out
• Be the primary contact for FedEx, UPS and other courier service shipments to ensure accuracy of
paperwork and timeliness of pick ups
January, 20142015
Library Clerk
Job Description
Page 2
Design / develop tracking records for the following types of Library receipts:
• Incoming checks
• Briefs
• Supplies / inventory
Distribute internal mail / supplies:
• Sort mail identifying areas for delivery
• Maintain daily check/receipts log ins
• Deliver checks/receipts to Circulation daily
• Box advertisements from Ref/Res for routing
• Supports the boxing and preparation of materials for shipment to Branches
Focal point for all County / Court warrants, County Administration Office deliverables, and any other outside
source deliveries:
• Receive all phone calls from County/Courts and coordinate pickup and delivery to the Library
• Facilitate final delivery to appropriate Division/Department within the Library
• Support various projects as assigned
Support Vending coming into the Library:
Supports Facility Inventory Control
• Receive vending machine items
• Assists with maintaining inventory control spreadsheet
• Remove and reorder vending machine replacement items
• Restocks supplies as needed
• Communicates low volume inventory in a timely manner
Completes shelf-ready processing:
• Applies barcodes
• Stamps and completes processing for appropriate materials
Position Qualifications
•
•
•
•
Ability to operate/utilize general office equipment, library equipment, personal computer and
software programs typically associated with library operations.
Requires an aptitude for detailed and accurate work. Ability to effectively sort, organize, alphabetize,
and file.
Ability to work in a team environment with diverse staff.
Must be customer focused, possess the ability to remain calm under pressure.
Required
January, 20142015
Library Clerk
Job Description
Page 3
•
•
High School diploma or GED
1 to 2 years experience in general clerical work.
Preferred
• Prefer previous experience in a Mail Room setting.
Work Environment
Will be working in a busy Mail Room environment and performing maintenance tasks facility wide.
Physical Abilities Required
•
•
•
•
•
•
Requires the ability to lift, push, and pull up to 50 lbs.
May require bending, stooping, reaching, twisting and crawling.
Must be able to move from one branch or partnership location to another.
Some exposure to adverse environmental conditions such as dust and/or odors.
Use of light power tools to perform facility related tasks.
Requires climbing and standing on a ladder to perform facility related tasks.
Approvals
Immediate Supervisor
Date
Senior Director
Date
Human Resources
Date
Executive Director
Date
Statement of Employee
I understand the position and its responsibilities and expectations as described above. The above statements describe the
level of work performed in general terms. The statements are not intended to list all the responsibilities, duties and/or
skills required of employees so classified. The content herein is subject to change, with or without due notice.
Signature _______________________________________________Date______________
Print Name __________________________________________
LA LAW LIBR ARY
J OB D E SCR IPT ION
Title:
Technology Manager
Department:
Technology Services
Focus:
Information Technology Services
Reports to:
Senior Director, Information Services
Position(s) Supervised:
Systems Administrator, Helpdesk Analyst, Technician (Scan), Aides (Scan)
FLSA Status:
Exempt
Salary Grade:
6
Union Status:
Ineligible for Representation
Effective Date:
Position Summary
Under the general supervision of the Sr. Director, Information Services, the Technology Manager is responsible
for providing a reliable, accurate, responsive, efficient, safe and secure information systems platform for
library service delivery and hands-on management and support for our LA Library Data Center in a
heterogeneous computing environment. Duties include troubleshooting system and LAN/WAN problems,
routine administration tasks, performance tuning, capacity planning, security administration, documentation,
applications and script level programming support, end-user support and software installs and upgrades.
Responsibilities and Duties
Planning
 Assist the Executive Director and the executive team with long range planning and the development of
operational and staff goals
 Analyze user needs and recommend new projects, programs and services for various user groups
 Develops and analyzes information on employment growth and business needs to determine future
network infrastructure requirements.
 Participate in staff meetings, departmental committees and library-wide team activities
 Participate in cooperative and professional association activities to maintain professional awareness
and ensure high level of currency in all services
 Assist with development of policies and procedures for responding to user comments, complaints and
questions
January, 20142015
Technology Manager
Job Description
Page 2
Technology
 Manage data and voice network operations; including staff and public computing, application software
and telecommunications, as well as specific facility, meeting room and materials management
systems.
 Monitor overall system performance, implements improvements, and works with the management
team to develop long-range technology plans.
 Develop, document and implement network administration policies and processes.
 Maintain and troubleshoot hardware, software, and network issues. Ensure system integrity,
reliability, responsiveness, security and compliance with library policies, e.g., Internet use. Maintain a
regular backup schedule and off-site backup storage.
 Develop and implement technology plans. Deploy sound project management practices including
goal/problem identification and decision analyses.
 Ability to administer MS solutions, an active directory domain, group policies, roaming profiles, remote
desktop terminal services, firewalls, VOIP, backups, content filtering, MS Exchange, meeting room
control systems, library automation systems and other applications used in legal organizations and
large libraries.
 Responsible for troubleshooting system and LAN/WAN problems, routine administration and
maintenance of a computer network system in a heterogeneous computing environment.
 Responsible for repairing, diagnosing, maintenance and installation of all micro computer/network
hardware and software.
 Responsible for developing and maintaining help-desk and computer operator procedures.
 Responsible for maintaining all server and network device documentation and maintaining system
administration logs
 Review and maintain new and existing service contracts for hardware, software and telco/data service
providers.
Staff Responsibilities
 Provide management, direction and guidance for specific assignments, projects and programs and
ensure communications of project plans to supervisors and involved co-workers
 Ensure instruction and training for new products and services developed for LA Law Library users
 Coordinate required staff training, develop team and cross training process activities through inservice training, continuous education and extended learning opportunities
 In conjunction with Human Resources, assist with job announcements, recruitment and hiring of staff
 Evaluate staff performance through regularly scheduled and annual evaluation process; recommend
merit and promotional opportunities, discipline and termination
 Participate in hiring, evaluation, counseling, and disciplining of direct reports.
 Report and act on violations of the Law Library’s policies including its non-harassment policies.
Other Responsibilities
 Participate in seminars, workshops, lectures, tours and orientations for users
 Attend professional activities and conferences; represent the Law Library in local, state and national
January, 20142015
Technology Manager
Job Description
Page 3



associations
Read professional literature and contribute to professional publications
Foster team management by establishing and nurturing a work environment that will establish and
maintain a high level of morale and productivity
Other duties as required
Position Qualifications
Required
 B.S. in computer science or related studies.
 Demonstrated leadership skills and supervisory experience with an interest in long range planning and
other administrative functions.
 Solid knowledge of legal library technology. Demonstrated competence in working with integrated
library systems, (Voyager strongly preferred), OCLC, vendor databases, accounting databases and
systems. Demonstrated knowledge of legal publishing industry;
 Demonstrated proficiency in standard PC applications including as Microsoft Office, e-mail, web
browsers, Adobe Acrobat and the ability to learn and implement new technologies.
 Ability to balance priorities and meet deadlines; strong commitment to enhancing service through
teamwork and proactive approach to library services.
 A strong technical background and familiarity with Internet, network hardware and software protocols
and database applications. Systems certification in network/OS support such as CCNP, HP, SUN,
VMWare or MCSE.
 Experience in performing and/or managing software development and programming
 Familiarity with Microsoft Office, e-mail, web browsers, and Adobe Acrobat.
 A solid understanding of information technology and its applicability to the library’s internal
operations and the provision of member services.
 The ability to work effectively under pressure and to manage multiple priorities under deadlines.
 Excellent interpersonal, written and verbal communication skills, problem-solving, organizational and
mediation skills. A demonstrated ability to work harmoniously in a team setting.
 A high degree of creativity and flexibility. Must be able to work independently with minimum
supervision, possess the flexibility to work off-hours, be available by SMS and able to handle numerous
projects simultaneously.
 The ability to manage professional, paraprofessional and technical staff.
Preferred
 B.S. in computer science or equivalent
 At least seven (7) years of related experience with at least three (3) years in a management capacity.
 Experience with native VOIP/SIP/STUN configuration and QOS
 Experience working with integrated library systems (ILS), and any major accounting database systems.
 Knowledge of professional law librarianship concepts, principles and practices
 Demonstrated writing ability, including full report analysis and comparison
 Teaching or training experience
January, 20142015
Technology Manager
Job Description
Page 4
Work Environment
Will be working in an office environment
Physical Abilities Required



Requires the ability to lift, push, pull up to 50 lbs..
Sitting at a desk: short time, 15 minutes and/or medium, 15-45 min. on a regular basis; on rare
occasions, to complete complex projects or tasks, long periods of 45+ min. may be required.
Must be able to travel from one branch or partnership location to another.
Approvals
Immediate Supervisor
Date
Senior Director
Date
Human Resources
Date
Executive Director
Date
Statement of Employee
I understand the position and its responsibilities and expectations as described above. The above statements describe the
level of work performed in general terms. The statements are not intended to list all the responsibilities, duties and/or
skills required of employees so classified. The content herein is subject to change, with or without due notice.
Signature _______________________________________________Date______________
Print Name __________________________________________
Distribution: Original - Human Resources, Copies - Supervisor, Employee
MEMORANDUM
DATE:
January 21, 2015
TO:
FROM:
Sandra J. Levin, Executive Director
Eustorgio Barajas, Executive Assistant
RE:
Approval of Employee Handbook and Personnel Policies Manual;
January 21, 2015 Update
SUMMARY
On a periodic basis, staff brings recommended adjustments to the Employee Handbook
and Personnel Policies Manual to the Board for approval to ensure it is compliant with
current law and Law Library practices. As a result of several employment law updates
and requests for clarification by staff in recent months, the Board is asked to approve
the revised Employee Handbook and Personnel Policies Manual as presented.
BACKGROUND
This Manual was developed in August 2012, approved in January 2013 and last revised
in August 2014. With assistance from the Library’s HR consulting firm, ManagEase, Inc.,
the attached, updated Manual (in redline format) is presented for approval.
NEW/ UPDATED CONTENT
The following policies and procedures have been modified in the attached proposed
revision:
 Sec. 4.3 Background Check – Updated language regarding the forms used to
perform background investigations.
 Sec. 6.3 Non-Harassment – Per AB 1443, updated language to state that
interns/externs and volunteers are covered persons.
 Sec. 12.5 Attendance Recordkeeping – Clarified the Library’s timekeeping policy
on rounding.
 Sec. 12.7 Lunch – Revision clarifies the meal period for non-exempt part-time
employees.
 Sec. 13.3 Health Insurance – In 2014, SB 1034 required the Law Library to
shorten the waiting period for health insurance coverage for new employees.
As a result of the recent modification of SB 1034, the attached revision
reinstates a waiting period of 60 days from the date of employment for
eligibility of participation in the Library’s CalPERS Health Plans. This update also
01/21/2015
Approval of Revised Employee Handbook
Page 2




aligns with the CA and Federal affordable care act “waiting period”
requirements.
Sec. 13.4 Dental Insurance, Sec. 13.5 Vision Insurance – The amendment
clarifies eligibility for participation.
Sec. 13.6 CalPERS Supplemental Income 457 Plan – Clarifies the summary of the
plan and eligibility for participation.
Sec. 13.8 Life Insurance, Sec. 13.9 Disability Insurance – Clarifies eligibility for
coverage.
Sec. 16.3 Outside Employment – New language requires Library employees
engaging in outside employment to inform the Library of who the outside
employer is, the position held, hours and eligibility and status with CalPERS.
RECOMMENDATION
Staff recommends that the Board approve the attached, revised Employee Handbook
and Personnel Policies Manual dated January 21, 2015.
EMPLOYEE HANDBOOK AND
PERSONNEL POLICIES
POLICIES MANUAL
EFFECTIVE AUGUST 26JANUARY
26JANUARY 21,
21, 2015
20154
The LA Law Library strives to set the benchmark
in providing services and resources
in a professional atmosphere of collaboration,
trust and fun.
AND PERSONNEL POLICIES MANUAL
TABLE OF CONTENTS
WELCOME TO THE LA LAW LIBRARY .......................................................................................... VIIVII
A WORD ABOUT THIS MANUAL................................................................................................. 1VIII
A WORD ABOUT OUR PHILOSOPHY .............................................................................................. 2IX
BUILDING FOR THE FUTURE ........................................................................................................ 2IX
TALK TO US! ........................................................................................................................... 2IX
1. CONTROLLING AUTHORITY ...................................................................................................... 31
2. AT WILL EMPLOYMENT .......................................................................................................... 31
3. EQUAL EMPLOYMENT OPPORTUNITY ......................................................................................... 31
3.1 Equal Employment Opportunity Employer ...................................................................... 31
3.2 ADA Accommodations .................................................................................................... 42
3.3 Faith in the Workplace.................................................................................................... 53
4. RECRUITMENT AND HIRING ..................................................................................................... 53
4.1 Reference Check ............................................................................................................. 64
4.2 Verification for Eligibility of Employment ........................................................................ 64
4.3 Background Check .......................................................................................................... 64
4.4 Contract and Temporary Employees ............................................................................... 75
4.5 Employment of Minors ................................................................................................... 75
4.6 Nepotism (Employment of Relatives) .............................................................................. 97
4.7 New Employee Orientation............................................................................................. 97
4.8 Introductory Period ...................................................................................................... 108
5. SEPARATION FROM EMPLOYMENT ........................................................................................... 108
5.1 Resignation .................................................................................................................. 108
5.2 Retirement ................................................................................................................... 119
5.3 Death ........................................................................................................................... 119
5.4 Discharge ..................................................................................................................... 119
5.5 Employment References ............................................................................................... 119
6. STANDARDS OF EMPLOYEE CONDUCT ......................................................................................1210
6.1 Conflict of Interest Code ............................................................................................. 1210
LA LAW LIBRARY
I
6.2 Employee Conduct and Work Environment ................................................................. 1210
6.3 Non-Harassment ........................................................................................................ 1311
6.4 Workplace Violence.................................................................................................... 1614
6.5 Workplace Bullying..................................................................................................... 1715
6.6 Drug Free Workplace .................................................................................................. 1715
6.7 Professional Atmosphere............................................................................................ 1917
7. EMPLOYEE RELATIONS ........................................................................................................2019
7.1 Performance Management ......................................................................................... 2019
7.2 Salary Review ............................................................................................................. 2019
7.3 Discipline ................................................................................................................... 2120
7.4 Grievance Procedure .................................................................................................. 2120
7.5 Whistleblower Protection Policy ................................................................................. 2120
7.6 Personal Data ............................................................................................................. 2221
7.7 Access to Personnel File .............................................................................................. 2221
8. WORKPLACE .....................................................................................................................2221
8.1 Evacuation Drills......................................................................................................... 2221
8.2 In an Emergency ......................................................................................................... 2322
8.3 No Smoking ................................................................................................................ 2322
8.4 Weapons .................................................................................................................... 2423
8.5 Workplace Searches ................................................................................................... 2423
8.6 Lunchroom and Staff Lounge ...................................................................................... 2524
8.7 Personal Property....................................................................................................... 2524
8.8 Bulletin Boards ........................................................................................................... 2524
8.9 Library Closure ........................................................................................................... 2625
8.10 Visitors ..................................................................................................................... 2625
8.11 Use of Facilities for Non-Business Functions .............................................................. 2726
8.12 Workstation Cleanliness ........................................................................................... 2726
II
LA LAW LIBRARY
8.13 Personal Mail ........................................................................................................... 2726
8.14 Personal Telephone Calls .......................................................................................... 2726
8.15 Seasonal Decoration ................................................................................................. 2726
9. HEALTH AND SAFETY...........................................................................................................2827
9.1 Communicable Diseases ............................................................................................. 2827
9.2 Temporary Contagious Illnesses .................................................................................. 2928
9.3 Safety ........................................................................................................................ 2928
10. TECHNOLOGY AND TELECOMMUNICATIONS .............................................................................3029
10.1 Property and Equipment ........................................................................................... 3029
10.2 Technology Use ........................................................................................................ 3029
10.3 Guidelines Applicable to Electronic Security .............................................................. 3231
10.4 File Management...................................................................................................... 3332
10.5 Remote Access ......................................................................................................... 3332
10.6 Misuse ..................................................................................................................... 3332
10.7 Telephone and Voicemail.......................................................................................... 3433
10.8 Email ........................................................................................................................ 3433
10.9 Email Signatures ....................................................................................................... 3534
10.10 Employee Social Media/Networking Policy .............................................................. 3534
10.11 Personal Electronic Devices ..................................................................................... 3837
10.12 Help Desk ............................................................................................................... 3837
11. LEAVES & DISABILITY ........................................................................................................3837
11.1 Holidays ................................................................................................................... 3837
11.2 Vacation ................................................................................................................... 3938
11.3 Sick Leave................................................................................................................. 4039
11.4 Family and Medical Leave ......................................................................................... 4140
11.5 Pregnancy Disability Leave ........................................................................................ 4847
11.6 Bereavement Leave .................................................................................................. 5049
LA LAW LIBRARY
III
11.7 Disability Leave ........................................................................................................ 5150
11.8 Jury Duty .................................................................................................................. 5151
11.9 Leave of Absence ...................................................................................................... 5251
11.10 Military Leave......................................................................................................... 5251
11.11 Civil Air Patrol Leave ............................................................................................... 5352
11.12 Family Military Leave .............................................................................................. 5352
11.13 Voting Leave........................................................................................................... 5453
11.14 School Activities Leave ............................................................................................ 5454
11.15 Time Off for Bone Marrow Donation ....................................................................... 5554
11.16 Time Off for Organ Donation ................................................................................... 5554
11.17 Time Off for Domestic Violence Victims ................................................................... 5655
11.18 Time Off for Victims of Crime .................................................................................. 5756
11.19 Time Off for Volunteer Firefighters, Reserve Peace Officers or Emergency Rescue
Personnel ........................................................................................................................ 5756
11.20 Time Off for Adult Literacy Programs....................................................................... 5857
12. ATTENDANCE, WAGE & HOURS, AND COMPENSATION ..............................................................5857
12.1 Promotions and Transfers ......................................................................................... 5857
12.2 Attendance and Punctuality ...................................................................................... 5858
12.3 Workweek................................................................................................................ 6059
12.4 Overtime .................................................................................................................. 6059
12.5 Attendance Recordkeeping ....................................................................................... 6060
12.6 Location during Working Hours ................................................................................. 6161
12.7 Lunch ....................................................................................................................... 6261
12.8 Breaks ...................................................................................................................... 6362
12.9 Payday ..................................................................................................................... 6362
12.10 Pay Deductions ....................................................................................................... 6362
12.11 Garnishments ......................................................................................................... 6363
IV
LA LAW LIBRARY
12.12 No Pay Advances .................................................................................................... 6463
13. BENEFITS .......................................................................................................................6463
13.1 Retirement Plan ....................................................................................................... 6463
13.2 Social Security .......................................................................................................... 6464
13.3 Health Insurance ...................................................................................................... 6564
13.4 Dental Insurance ...................................................................................................... 6666
13.5 Vision Insurance ....................................................................................................... 6666
3.6 Section 457 Deferred Compensation Plan.................................................................... 6767
13.7 Section 125 Plan or Flexible Spending Account .......................................................... 6767
13.8 Life Insurance ........................................................................................................... 6868
13.9 Disability Insurance .................................................................................................. 6868
13.10 Family Temporary Disability Insurance (Paid Family Leave Benefits) ........................ 6969
13.11 Workers’ Compensation ......................................................................................... 6969
13.12 COBRA.................................................................................................................... 7070
13.13 Parking and Transportation Allowance .................................................................... 7070
14. HR RECORDS ..................................................................................................................7171
14.1 Confidentiality of Employee Records ......................................................................... 7171
14.2 Employee Records .................................................................................................... 7272
14.3 Privacy of Social Security Numbers............................................................................ 7272
15. CONTACT WITH THE MEDIA ................................................................................................7373
16. MISCELLANEOUS..............................................................................................................7373
16.1 Driver’s License and Driving Record........................................................................... 7373
16.2 Service Animals ........................................................................................................ 7474
16.3 Outside Employment ................................................................................................ 7474
16.4 Solicitations and Distributions .................................................................................. 7575
16.5 Office Supplies ......................................................................................................... 7676
LA LAW LIBRARY
V
WELCOME TO THE LA LAW LIBRARY
Starting a new job is exciting, but also can leave a new employee somewhat overwhelmed. The LA Law
Library Employee Handbook and Personnel Policies Manual was developed to help you become
acquainted with the LA Law Library and answer many of your initial questions.
In March of 2013, the Board of Trustees adopted a new Vision Statement:
The LA Law Library is a vibrant community education center in Los Angeles
County and a leader in providing public access to legal knowledge, putting
national and international sources of law into the hands of those seeking
legal information.
The importance of every employee’s contribution to this vision of the LA Law Library cannot be
overstated.
In March of 2013, the Board of Trustees adopted a new working Mission Statement:
The LA Law Library proactively supports people’s needs in a dynamic global
environment, acting as the curator and cultivator of a superior collection of
legal resources, a gateway to legal information and a navigator facilitating
access to the legal system.
The success of each employee’s daily work directly influences our ability to fulfill the LA Law Library’s
mission.
We hope that you will find your job and your responsibilities to be continuously challenging, personally
rewarding, and seriously enjoyable.
Thank you for joining the LA Law Library team.
Sandra J. Levin
Executive Director
LA LAW LIBRARY
VII
A WORD ABOUT THIS MANUAL
The LA Law Library’s (“Library”) Employee Handbook and Personnel Policies Manual (“Manual”) contains
information about the employment policies and practices of the Library. This Manual supersedes and
replaces all prior employee handbooks and personnel policy manuals, and any inconsistent oral or
written policy statements. Each employee is expected to read the Manual carefully. It is a valuable
reference for understanding how to work on a daily basis at the Library. The policies outlined in this
Manual are management guidelines. In a continuously growing organization, policies may require
change. To the extent authorized by law, management retains the right to make decisions involving
employment in order to conduct its work in a manner that is beneficial to both the employees and the
Library.
Except for the policy of at-will employment, which only the Board of Trustees of the Library can change,
in writing, management reserves the right to revise, delete and add to the provisions as needed, in its
sole and absolute discretion. As policies and benefits are revised, updated pages will be distributed. All
revisions, deletions or additions will be in writing. No oral statements or representations can change the
provisions of this Manual.
The Library Manual does not create a contract guaranteeing that you will be employed for any specific
time period. The provisions of the Manual are not intended to create contractual obligations with
respect to any matters it covers.
Except as provided in the Memorandum of Understanding (“MOU”) between the Board of Trustees and
the Los Angeles County Employees Association, SEIU, Local 721, the Library is an at-will employer. This
means that regardless of any provision in this Manual, either you or management may terminate the
employment relationship at any time, for any reason, with or without cause or notice. Nothing in the
Manual or in any document or statement, written or oral, shall limit the right to terminate employmentat-will. No officer, employee or representative of the Library is authorized to enter into an agreement express or implied - with any unrepresented employee, for employment other than at-will. The
employment policies and benefit summaries found in this Manual are written for all employees. When
questions arise concerning the interpretation of these policies as they relate to employees who are also
covered by the collective bargaining agreement or MOU, the answers will be determined by reference
to the current MOU, rather than this Manual. If the MOU is silent on the issue, the Manual is the
controlling document.
The Manual refers to current benefit plans maintained by the Library. Refer to the actual benefit plan
documents and descriptions if you have specific questions regarding the benefit plans. Those
documents are controlling.
LA LAW LIBRARY
1
A WORD ABOUT OUR P HILOSOPHY
The Library is committed to providing the best possible environment for maximum development and
goal achievement for its employees. We treat everyone as individuals and we take into account
individual circumstances. Nevertheless, we seek to develop a spirit of teamwork: individuals working
together to support a common vision.
In order to maintain an atmosphere where this vision and mission can be achieved, we provide a
comfortable and progressive workplace. Most importantly, we have a workplace where communication
is open and problems can be discussed and resolved in a mutually respectful atmosphere.
We firmly believe that with direct communication, issues can be raised, difficulties can be resolved, and
we can support continuously growing and mutually beneficial relationships.
BUILDING FOR THE FUTURE
The Library thrives only through our joint efforts. At all times you represent the Library, and each
employee should take this responsibility seriously. Remember, the Library’s mission is to provide access
to legal information through effective, efficient and collaborative services. Do not underestimate your
contribution. You are needed to help make that access effective and efficient. Our users are a diverse
group and range from the legal and government communities to the business and general public
communities. Those communities incorporate users from a variety of backgrounds and cultures as well
as encompassing various generations. They have different levels of skill and may require distinct levels
of service.
Our goal is to ensure that all of us work together to provide, to the extent possible, the services required
to support the current and emerging user needs in a dynamic legal environment. Working together, we
can provide the quality service that retains current users and enables us to gain future users.
TALK TO US!
We encourage you to bring your questions, suggestions, concerns and complaints to our attention. In a
continuing effort to improve operations and increase, employee comfort and participation, the Library
will carefully and fully consider each comment.
If you have a problem or concern, present the situation to your supervisor, the Director or Senior
Director for your area or the Executive Director so that there can be an examination of the issue and a
discussion of the facts. Your suggestions and comments on any subject are important, and we
2
LA LAW LIBRARY
encourage you to take every opportunity to discuss them with us. Your job will not be adversely
affected in any way because you choose to use this procedure.
1. CONTROLLING AUTHORITY
The Employee Handbook and Personnel Policies Manual is intended to be consistent with the prevailing
state and federal laws and regulations. Nevertheless, in the event of conflicts, state or federal laws or
regulations will control.
The policies do not create a contract guaranteeing that you will be employed for any specific time
period. The provisions of the manual are not intended to create contractual obligations with respect to
any matters it covers.
Where these policies conflict with the MOU, the MOU will apply as to employees who are covered by
that agreement.
2. AT WILL E MPLOYMENT
All Library employees not covered by an MOU are at will employees. This means that regardless of any
provision in this Manual, either you or the Library’s management may terminate the employment
relationship at any time, for any reason, with or without cause or notice.
3. E QUAL E MPLOYMENT OPPORTUNITY
3.1 EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Library is an Equal Opportunity Employer. The Library affords equal employment opportunity to all
qualified employees and applicants as to all terms and conditions of employment, including
compensation, hiring, training, promotion, transfer, discipline, and termination.
The Library is committed to equal employment opportunity and prohibits discrimination against
employees, or applicants for employment, on the basis of race, color, religion (all aspects of religious
beliefs, observance or practice, including religion dress or grooming practices), creed, sex (including
pregnancy, childbirth, breastfeeding or related medical conditions), gender (including gender identity,
gender expression, and an employee’s gender-related appearance and behavior whether or not
stereotypically associated with the employee’s assigned sex at birth), citizenship status, national origin
or ancestry, age, marital status (including domestic partnership), veteran’s status, uniform service
member status medical condition (including cancer or a record or history of cancer), physical or mental
LA LAW LIBRARY
3
disability, sexual orientation, genetic characteristics (including information and testing) or a perception
that the employee or applicant has any of these characteristics, or any other basis protected by law.
The Library will afford equal employment opportunity to all qualified employees and applicants as to all
terms and conditions of employment, including compensation, hiring, training, promotion, transfer,
discipline, and termination.
The Library supports an inclusive environment encouraging all employees to contribute their unique
perspectives and capabilities. The Library’s Executive Team is responsible for ensuring that employee
differences are respected and valued in the workplace.
At the Library, all employees are responsible for creating a work environment that is inclusive,
respectful, and free from harassment.
3.2 ADA ACCOMMODATIONS
Definitions
As used in this policy, the following terms have the indicated meaning and will be adhered to in relation
to the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act
(collectively, the “ADA”) policy:
•
•
•
•
4
“Disability” refers to a physical or mental impairment that substantially limits one or more of the
major life activities of an individual. An individual who has such impairment, has a record of
such impairment or is regarded as having such impairment is a “disabled individual.”
A “qualified individual with a disability” means an individual with a disability who, with or
without reasonable accommodation, can perform the essential functions of the employment
position that the individual holds or has applied for.
“Reasonable accommodation” means making existing facilities readily accessible to and usable
by individuals with disabilities, job restructuring, part-time or modified work schedules,
reassignment to a vacant position, acquisition or modification of equipment or devices,
adjustment or modification of examinations, adjustment or modification of training materials,
adjustment or modification of policies and similar activities.
“Undue hardship” means an action requiring significant difficulty or expense by the employer.
The factors to be considered in determining an undue hardship include, but are not limited to:
(1) the nature and cost of the accommodation; (2) the overall financial resources of the facility
at which the reasonable accommodation is to be made; (3) the number of persons employed at
that facility; (4) the effect on expenses and resources or other impact upon that facility; (5) the
overall financial resources of the Library; (6) the overall number of employees and facilities; (7)
the operations of the particular facility as well as the entire Library; and (8) the relationship of
the particular facility to the Library.
LA LAW LIBRARY
•
“Essential job functions” refer to those activities of a job that are core activities for the
performance of the job, and which cannot be modified.
The Library complies with all federal and state laws concerning the employment of persons with
disabilities as required by the ADA.
The Library will not discriminate against qualified individuals with disabilities in regard to application
procedures, hiring, advancement, discharge, compensation, training or other terms, conditions and
privileges of employment.
The Library will reasonably accommodate qualified individuals with a temporary or long-term disability
so that they can perform the essential functions of a job.
An individual who can be reasonably accommodated for a job, without undue hardship, will be given the
same consideration for that position as any other applicant.
The Library’s Administrative Services Team is responsible for implementing this policy, including
resolution of reasonable accommodation, safety and undue hardship issues.
The Library is committed to providing equal employment opportunities to otherwise qualified
individuals with disabilities, which may include providing reasonable accommodation where
appropriate. In general, it is your responsibility to notify a supervisor of the need for an
accommodation. Upon doing so, a supervisor may ask you for your input on the type of accommodation
you believe may be necessary or the functional limitations caused by your disability. When appropriate,
the Library may need your permission to obtain additional information from your physician or other
medical or rehabilitation professionals.
In compliance with HIPAA, an employee’s medical information is confidential. Disclosure of employee
medical information is restricted to limited situations where a supervisor has a job-related reason to
know it. Employees who disclose employee medical information without proper authorization will be
subject to disciplinary action, up to and including termination.
3.3 FAITH IN THE WORKPLACE
The Library respects the religious and spiritual beliefs and traditions of all employees. Consistent with
federal and state law, the Library will endeavor to reasonably accommodate employees’ religious
beliefs.
4. RECRUITMENT AND HIRING
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The Library’s goal is that all new hires should be productive on their first day at work. This requires
planning and coordination so that all Library Units are aware of the newly-hired employee’s start date
with sufficient advance notice to order necessary equipment, software licenses, furniture, etc., and to
set up the new employee’s work station and tools. HR is responsible for developing a checklist for each
new hire and ensuring that all Units have adequately prepared for the new employee’s start date.
4.1 REFERENCE CHECK
The Library conducts reference checks on all final candidates who have successfully completed the
interview process to verify the accuracy of the information provided by applicants.
The Library complies with all federal and state laws, such as the Fair Credit Reporting Act and the
Americans with Disabilities Act and requests of references only information pertaining to the applicants
work quality and quantity, attendance record, education, and other work-related issues.
As part of this process, each prospective employee must submit at least three professional references to
be considered for employment. Personal References may be added as needed for some positions.
Applicants will be asked to provide the name, telephone number, and email for each reference, and to
sign a reference check release form.
The Library will ensure that the information obtained will only be used for the employment process and
that it will be kept strictly confidential. HR will maintain a log that delineates the position applied for,
applicant name, the name of the reference and the date of the reference check. Only approved
employees will have access to this information.
4.2 VERIFICATION FOR ELIGIBILITY OF EMPLOYMENT
The Library will verify eligibility for employment in accordance with federal standards. All employees
hired after November 6, 1986, should have a completed Form I-9 on file in HR. Employees who fail to
produce acceptable I-9 documentation that establishes both their identity and employment
authorization within the timeframe defined by USCIS or fail to provide proper documentation according
to the applicable I-9 form at the time of re-verification may not work at the Library.
4.3 BACKGROUND CHECK
The Library conducts background checks on all job candidates to verify the accuracy of the information
provided by the candidate and determine his or her suitability for employment. The candidate must
authorize the background check by completing the “Employment Background AuthorizationDisclosure
and Authorization Regarding Background Investigation” form. This form is available to the applicant on
the Library website. The Library may use a third-party administrator to conduct background checks.
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The type of information that can be collected by this agency includes, but is not limited to, criminal
background, education, employment history, and professional and personal references.
The Library also reserves the right to obtain and to review an applicant’s or an employee’s credit report
and to use such information when making employment decisions for (1) managerial positions;
(2) positions that involve regular access to bank or credit card account information, social security
numbers, or dates of births of others; (3) positions in which the person would be a named signatory on
the Library’s bank or credit card account, authorized to transfer money on behalf of the Library, or
authorized to enter into financial contracts on behalf of the employer; (4) positions that involve regular
access to confidential or proprietary information, including a formula, pattern, compilation, program,
device, method, technique, process or trade secret; (5) positions that involve regular access to the
Library’s (or a customer’s or client’s) cash totaling at least ten thousand dollars ($10,000); and
(6) positions for which credit information about the applicant/employer is required by law to be
disclosed or obtained.
The Library will ensure that all background checks are conducted in compliance with applicable federal
and state laws, such as the Fair Credit Reporting Act.
New Hires: Background checks are required for all new hires. This includes all full-time, part-time and
temporary part-time employees. The background check will normally be completed and results verified
before any employee begins work.
Rehires: A background check is required for all rehires who have been separated for longer than 90
days.
The Library will conduct a background check after it has extended a contingent offer of employment.
If the background check is favorable, HR will notify the hiring supervisor that the candidate is approved
to begin employment. Otherwise, HR will contact the candidate to rescind the Library’s contingent
offer.
4.4 CONTRACT AND TEMPORARY EMPLOYEES
The Library may use the services of contract or temporary employees to meet its staffing requirements
provided such practice does not conflict with any provisions in the MOU.
4.5 EMPLOYMENT OF MINORS
The Library will adhere to all federal and state regulations pertaining to the employment of minors
(under 18). Employees under 18 years of age are prohibited by law from performing certain types of
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work such as machine operation, or any other activities which might expose them to conditions defined
by regulations as hazardous to minors. Additional limitations apply to employment of persons under the
age of 16. In no case may minors under the age of 14 be employed at the Library.
Work Permits:
Minors must obtain certificates of age or permits to work for the Library. Those work permits must be
kept on file while the minor is employed. Minors may obtain work permits through their school district
or superintendent’s office. The permit should be completed and on file prior to the minor’s
employment start date.
Work Hours:
A minor’s age limits the number of hours she or he may work in a day. In all age categories below, all
work must be performed outside of school hours.
14 and 15 year-old Minors:
• A minor may work a maximum of 3 hours on a day they are required to attend school. When
school is in session, a minor may work a maximum of 18 hours a week. If a minor is employed in
a school supervised or administered work program, the maximum is 23 hours a week.
• When school is not in session, a minor may work a maximum of 8 hours per day or 40 hours per
week.
• A minor may work between the hours of 7:00 a.m. and 7:00 p.m. (may work until 9:00 p.m.
between June 1 and Labor Day).
• Federal law permits some leeway for minors performing sports-attendant duties.
16 and 17 year-old Minors:
•
•
•
•
A minor may work a maximum of 4 hours on a day they are required to attend school for four
hours or more.
A minor may work a maximum of 8 hours on a school day that precedes a non-school day, e.g.,
Friday.
A minor may work between the hours of 5:00 a.m. and 10:00 p.m. (during an evening preceding
a non-school day they may work until 12:30 a.m.)
When school is not in session, a minor may work a maximum of 8 hours per day or 48 hours per
week.
Minors who are high school graduates or have obtained a certificate of proficiency are not required to
obtain a work permit and are not subject to the work hours restrictions. A minor must be provided the
same wage rates as adults in the same classification. This exception does not apply to high school dropouts or emancipated minors. Minors who are high school graduates or have a certificate of proficiency
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are subject to state and federal restrictions on the type of work they can perform as outlined in the
paragraph above.
4.6 NEPOTISM (EMPLOYMENT OF RELATIVES)
The Library is committed to employment and advancement based on qualifications and
merit. The Library does not discriminate in favor of or in opposition to the employment of
relatives. To avoid potential, perceived or actual conflicts, relatives of persons currently
employed may be hired only if they will not be working directly for or supervising a
relative or will not occupy a position in the same line of authority where employees can
initiate or participate in decisions involving a direct benefit to the relative. Such decisions
include but are not limited to hiring, retention, transfer, promotion, wages and leave
requests.
Family member is defined as one of the following:
•
•
Relationships by blood — parent, child, grandparent, grandchild, brother, sister, uncle, aunt,
nephew, niece, first cousin; and
Relationships by marriage — husband and wife (as defined by state law), Domestic Partners,
step-parent, stepchild, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law,
daughter-in-law, half-brother, half-sister, uncle, aunt, nephew, niece, spouse/partner of any of
the above and cohabitating couples/significant others.
HR is responsible for ensuring compliance. Employees are responsible for reporting any changes
immediately to their supervisor. Supervisors are responsible for monitoring changes in employee
reporting relations after initial hire to ensure compliance with this policy.
Employees who marry or become members of the same household may continue employment as long
as there is not:
•
•
A direct or indirect supervisor/subordinate relationship between the employees; or
An actual conflict of interest or the appearance of a conflict of interest.
Should one of the above situations occur, the Library will attempt to find a suitable position within the
organization into which one of the affected employees may transfer. If accommodations of this nature
are not feasible, the employees will be permitted to determine which of them will resign. If a decision
cannot be made among the affected employees within 14 days, reassignment will be made upon
deliberation and discussion by HR, the supervisors and the Executive Director.
4.7 NEW EMPLOYEE ORIENTATION
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Upon acceptance of an offer of employment, prospective employees will complete personnel, payroll
and benefit forms. In addition, each employee will receive a copy of this Manual. Employees will be
asked to sign the receipt page and return it to HR. You are expected to read this Manual. Please
address any questions to your supervisor or HR. If a Manual is lost, or becomes damaged in any way,
please notify your supervisor as soon as possible to obtain a replacement copy. For reference purposes,
the Manual is also posted on the Library’s intranet.
HR will prepare an orientation schedule for each new employee’s first week on the job. The schedule
will include a tour of the library, meetings with the Executive Director, Senior Directors, and Directors,
computer and telephone training, and time attendance.
4.8 INTRODUCTORY PERIOD
All new employees will serve a three-month introductory period. Employees will also serve a threemonth introductory period upon promotion or position reclassification. During the introductory period,
the supervisor will evaluate the employee’s performance in the new position. All employees remain atwill employees during the introductory period. Successful completion of the new hire, promotion, or
reclassification introductory periods does not guarantee employment for any period of time thereafter.
A new hire’s start date will be recorded as that employee’s anniversary date for the purpose of
calculating the introductory period and determining the start date for certain benefit accruals. For parttime employees who subsequently become full-time employees, the anniversary date will be the first
day of full-time employment.
Employees will be given a written performance evaluation at the end of their introductory period.
With a few exceptions, such as medical insurance, sick leave and holidays, newly-hired employees are
not eligible to receive employee benefits during the introductory period. See Section 13, Benefits .
5. SEPARATION FROM E MPLOYMENT
When an employee separates from the Library, HR usually will conduct an exit interview to glean the
employee’s observations and insights about the Library’s management and operations. HR will be
responsible for ensuring the employee must return all Library property including laptops, keys, card
keys, I.D. cards, etc. and that the employee’s rights to the Library’s email, voicemail, network, remote
access, and other information and computer systems are discontinued. HR will coordinate this process
among the Library’s various units.
5.1 RESIGNATION
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For planning purposes, the Library requests that employees notify their supervisors as soon as possible
about any intention to resign. The Library considers two weeks’ notice of resignation to be adequate.
Notice should be written and include the date of resignation and the reason, if known. In the absence of
a written notice, the employee’s supervisor should confirm the resignation in writing.
On the last day of employment, the employee must return all Library property, including keys, I.D. cards,
etc.
5.2 RETIREMENT
No employee may be required to retire because of age. The Library's retirement plan is described below
in Section 13.1, Retirement Plan. Eligible employees contemplating retirement should attend a CalPERS
retirement workshop at least 2 to 3 months before retirement.
5.3 DEATH
In the event of an employee’s death, the supervisor should notify HR as soon as possible. HR will ensure
that the Executive Director, IT, payroll, accounts payable, facilities, and other relevant units are made
aware of the death so that they may take necessary action to terminate the deceased employee from
the Library’s various systems. HR will be responsible for contacting the employee’s family or next of kin
about the employee’s personal belongings, any Library property the employee may have had, the
employee’s final pay, continuation of insurance coverage, life insurance payments, etc.
5.4 DISCHARGE
A discharge is an involuntary termination of employment from the Library. The Executive Director has
the final decision about whether to discharge an employee. When notified of discharge, the employee
must return all Library property and must leave the premises by the date specified.
5.5 EMPLOYMENT REFERENCES
As a Library employee, you might be asked by a co-worker or former co-worker to provide an
employment reference for a position beyond the Library. To ensure that we do not create risk for the
Library, employees are prohibited from providing employment references for current or former Library
employees in any written, verbal, or electronic form. All external inquiries for employment references
and employment verification must be referred to HR. It is the Library’s policy to provide limited
references on current and former employees when requested in writing and signed by the (former)
employee only. Verification of dates of employment and job title is the only information that will be
released unless the written request indicates otherwise.
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6. STANDARDS OF E MPLOYEE C ONDUCT
6.1 CONFLICT OF INTEREST CODE
The purpose of this policy is to ensure that the Library’s honesty and integrity, and therefore its
reputation, are not compromised. The fundamental principle guiding this policy is that no employee
should have, or appear to have, personal interests or relationships that actually or potentially conflict
with the best interests of the Library.
Employees will avoid any conflict between their personal interests and those of the Library. Situations
that may constitute a conflict of interest include but are not limited to:
•
•
•
Holding an interest in or accepting free or discounted goods from any organization that does, or
is seeking to do, business with the Library, by any employee who is in a position to directly or
indirectly influence either the Library’s decision to do business, or the terms upon which
business would be done with such organization.
Being employed by (including as a consultant) or serving on the board of any organization which
does, or is seeking to do, business with the Library. However, serving on the Board of any
organization which does or seeks to do business with the Library or the Library profession may
not be considered a conflict of interest, provided that there is a full disclosure of the services
and intent of the organization.
Profiting personally, e.g., through commissions, loans, expense reimbursements or other
payments, from any organization seeking to do business with the Library.
A conflict of interest may also exist when a member of an employee’s immediate family is involved in
situations such as those above. However, full disclosure of the situation may mitigate the conflict of
interest.
This policy is not intended to prohibit the acceptance of modest courtesies, openly given and accepted
as part of the usual business amenities, for example, occasional business-related meals or promotional
items of nominal or minor value.
It is your responsibility promptly to report to the Executive Director any actual or potential conflict that
may exist.
6.2 EMPLOYEE CONDUCT AND WORK ENVIRONMENT
The Library encourages mutual respect, civil and congenial relationships among employees and a
professional environment free from all forms of harassment and violence.
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You are expected to conduct yourself in an appropriate manner as judged by a reasonable person.
You have the right to conduct your work without unwanted interference from other employees. The
Library prohibits employees from violating this right of their co-workers.
You are expected to maintain your work area in a neat and professional manner.
You are responsible for the security of any Library confidential / proprietary material in your possession
and for maintaining the security of Library-provided equipment. If you have concerns about the security
of your work area or equipment, you have an obligation to tell your supervisor about those concerns.
6.3 NON-HARASSMENT
The Library will not tolerate harassment or discrimination of an applicant, employee, intern/extern,
volunteer, Trustee, contractor, vendor, or Library user on the basis of race, color, religion (all aspects of
religious beliefs, observance or practice, including religion dress or grooming practices), creed, sex
(including pregnancy, childbirth, breastfeeding or related medical conditions), gender (including gender
identity, gender expression, and an employee’s gender-related appearance and behavior whether or not
stereotypically associated with the employee’s assigned sex at birth), citizenship status, national origin
or ancestry, age, marital status (including domestic partnership), veteran’s status, uniform service
member status, medical condition (including cancer or a record or history of cancer), physical or mental
disability, sexual orientation, genetic characteristics (including information and testing) or a perception
that the employee or applicant has any of these characteristics, or any other basis protected by law.
Harassment may include, but is not limited to behavior that is taken because of a person’s protected
classification:
•
•
•
•
Verbal harassment, such as epithets, derogatory comments or slurs, and propositioning on the
basis of a protected classification. This might include inappropriate comments on appearance,
including dress or physical features, or dress consistent with gender identification, or raceoriented stories and jokes.
Physical harassment, such as assault, impeding or blocking movement, offensive touching, or
any physical interference with normal work or movement. This includes pinching, grabbing,
patting, propositioning, leering, or making explicit or implied job threats or promises in return
for submission to physical acts.
Visual forms of harassment, such as derogatory posters, cartoons, videos or drawings related to
a protected classification.
Sexual harassment, such as unwanted sexual advances, requests for sexual favors and other acts
of a sexual nature, where submission is made a term or condition of employment, where
submission to or rejection of the conduct is used as the basis for employment decisions, or
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where the conduct is intended to or actually does unreasonably interfere with an individual’s
work performance or create an intimidating, hostile, or offensive working environment.
The Library has zero tolerance for any conduct that violates this policy and will institute discipline
including termination for violations. Conduct need not rise to the level of a violation of law in order to
violate this policy. A single act can violate this policy and provide grounds for discipline.
This policy applies to all terms and conditions of employment, including hiring, placement, promotion,
disciplinary action, layoff, transfer, leave of absence, compensation, and training.
Retaliation against anyone for filing a complaint or participating in an investigation is prohibited.
“Retaliation” means any adverse conduct taken because someone has reported harassment or
discrimination, or has participated in the complaint and investigation. “Adverse conduct” includes:
taking sides because an individual has reported harassment or discrimination; spreading rumors about a
complaint; shunning and avoiding an individual who reports harassment or discrimination; or real or
implied threats of intimidation to prevent an individual from reporting harassment or discrimination.
Individuals found to have retaliated in violation of this policy will be subject to discipline including the
possibility of termination.
Guidelines for Identifying Harassment
•
•
•
•
•
14
Harassment includes any conduct which would be “unwelcome” to an individual of the
recipient’s same protected classification and which is taken because of the recipient’s protected
classification.
It is no defense that the recipient appears to have voluntarily “consented” to the conduct at
issue. A recipient may not protest for many legitimate reasons, including the need to avoid
being insubordinate or to avoid being ostracized.
Simply because no one has complained about a joke, gesture, picture, physical contact, or
comment does not mean that the conduct is welcome. Isolated incidents might be tolerated up
to a point and harassment can evolve over time.
Even visual, verbal, or physical conduct between two people who appear to welcome it can
constitute harassment of a third person who observes the conduct or learns about the conduct
later. Conduct can constitute harassment even if it is not explicitly or specifically directed at an
individual.
Conduct can constitute harassment in violation of this Policy even if the individual engaging in
the conduct has no intention to harass. Even well-intentioned conduct can violate this Policy if
the conduct is directed at, or implicates a protected classification, and if an individual of the
recipient’s same protected classification would find it offensive, e.g., gifts, over-attention, or
endearing nicknames.
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If you feel that you are a victim of harassment, discrimination, or retaliation, you should immediately
report the matter to the Executive Director, a Senior Director, HR, or your supervisor.
Upon receipt of such a complaint, the Executive Director will appoint an appropriate member of the
Administrative Services team to investigate the complaint. The investigator will:
•
•
•
•
•
•
Conduct interviews with the complainant, the accused harasser, and other persons who have
relevant knowledge concerning the complaint.
Review the factual information gathered through the investigation to determine whether the
alleged conduct constitutes harassment, discrimination or retaliation giving consideration to all
factual information, the totality of the circumstances, including the nature of the conduct, and
the context in which the alleged incidents occurred.
Report a summary of the determination as to whether harassment occurred to all appropriate
persons, including the complainant, the alleged harasser, the supervisor, and the unit head.
If conduct in violation of this Policy occurred, recommend prompt and effective remedial action.
The action will be commensurate with the severity of the offense.
Take reasonable steps to protect the complainant from further harassment, discrimination or
retaliation.
Take reasonable steps to protect the complainant from retaliation as a result of communicating
the complaint.
The Library will conduct an investigation if its officers or supervisors become aware that harassment,
discrimination or retaliation may be occurring, regardless of whether the recipient or third party reports
a potential violation.
An individual has the option to report harassment, discrimination or retaliation to the U.S. Equal
Employment Opportunity Commission (EEOC) or the California Department of Fair Employment and
Housing (DFEH). These administrative agencies offer legal remedies and a complaint process. The
nearest offices of the EEOC and DFEH are listed in the telephone directory or on the internet at
www.eeoc.gov or www.dfeh.ca.gov .
The Library will investigate all reports as confidentially as possible. Complete confidentiality cannot
occur, however, due to the need to fully investigate potential Policy violations and take effective
remedial action. As a result, confidentiality will be maintained to the extent possible. An individual who
is interviewed during the course of an investigation is prohibited from discussing the substance of the
interview, except as otherwise directed by a supervisor. Any individual who discusses the content of an
investigatory interview will be subject to discipline or other appropriate sanction. The Library will not
disclose a completed investigation report except as it deems necessary to support a disciplinary action,
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to take remedial action, to defend itself in adversarial proceedings, or to comply with the law or court
order.
6.4 WORKPLACE VIOLENCE
The Library is committed to providing a safe work environment that is free from violence and the threat
of violence. Effective handling of critical workplace incidents, especially those dealing with actual or
potential violence is a top priority.
Violence or the threat of violence, against or by any employee of the Library or any other person is
unacceptable and will not be tolerated.
An employee who demonstrates or threatens violent behavior may be subject to discipline including the
possibility of termination in addition to criminal prosecution.
Anyone on Library property who demonstrates or threatens violence may be arrested, prosecuted, and
banned from the Library.
The following actions are examples of violent acts:
•
•
•
•
•
•
Striking, punching, slapping or assaulting someone.
Fighting or challenging another person to fight.
Grabbing, pinching or touching another person in an unwanted way whether sexually or
otherwise.
Engaging in dangerous, threatening or unwanted horseplay or rough-housing.
Possession, use, or threat of use, of a gun, knife or other weapon of any kind on Law Library
property, including parking lots, other exterior premises, or while engaged in activities for the
Library in other locations, unless such possession or use is a requirement of the job.
Threatening harm or harming another person, or any other action or conduct that implies the
threat of bodily harm.
If you are the victim of violent, threatening or harassing conduct, a witness to such conduct, or receive a
report of such conduct, irrespective of whether the perpetrator is an employee, you must immediately
report the incident to your supervisor or HR.
If you encounter an individual who is threatening immediate harm to an employee or visitor on our
premises, contact security immediately. Do not engage in either physical or verbal confrontation with a
potentially violent individual.
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No one acting in good faith who initiates a complaint or reports an incident under this policy will be
subject to retaliation or harassment.
The Library will promptly investigate all reports of work-related threats and implement appropriate and
timely measures to ensure the safety and security of employees and others at the Library.
Violations of this policy, including failure to report or fully cooperate in the Library’s investigation, may
result in disciplinary action, up to and including immediate termination.
6.5 WORKPLACE BULLYING
Employees will be treated with dignity and respect. In no instance will the Library tolerate bullying
behavior. The Library defines bullying as repeated inappropriate behavior, either direct or indirect,
whether verbal, physical or otherwise, conducted by one or more persons against another or others, at
the place of work or in the course of employment.
Bullying may be intentional or unintentional. However, it must be noted that where an allegation of
bullying is made, the intention of the alleged bully is irrelevant, and will not be given consideration when
meting out discipline. As in sexual harassment, it is the effect of the behavior upon the individual that is
important. The Library considers the following types of behavior examples of bullying:
•
•
•
Verbal Bullying — slandering, ridiculing or maligning a person or his or her family; persistent
name calling which is hurtful, insulting or humiliating; using a person as the butt of jokes;
abusive and offensive remarks.
Physical Bullying — pushing; shoving; kicking; poking; tripping; assault, or threat of physical
assault; damage to a person’s work area or property.
Gesture Bullying — non-verbal threatening gestures; glances which can convey threatening
messages.
6.6 DRUG FREE WORKPLACE
The Library is committed to protecting the safety, health and well-being of all employees and other
individuals in our workplace through the establishment of a drug free workplace. Alcohol abuse and
drug use pose a significant threat to the Library’s mission.
Employees, applicants, vendors, contractors and any persons representing or conducting business on
behalf of the Library are prohibited from reporting to work or working while using or while under the
influence of the effects of drugs. Any employee who is using prescription or over-the-counter drugs that
may impair his or her ability to perform the job safely or may affect the safety or well-being of others
must notify a supervisor of such use before starting or resuming work. It is not necessary to inform a
supervisor of the specific medication being taken or the nature of the illness or injury for which the
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medication is being taken. Instead, the Library needs a medical certification that the use of the
medication while performing work will not adversely affect the safety of the employee or others.
Various federal, state, and local laws protect the rights of individuals with disabilities and others with
regard to the confidentiality of medical information, medical treatment, and the use of prescription
drugs and substances taken under medical supervision. Nothing contained in this policy is intended to
interfere with individual rights under, or to violate, these laws.
This policy applies during all working hours, whenever conducting Library business, representing the
Library, or while on Library property. This does not include the authorized use of alcohol at Librarysponsored functions or activities.
It is a violation of our drug free workplace policy to use, possess, sell, trade, or offer for sale alcohol,
drugs or intoxicants.
Entering the Library’s property constitutes consent to searches and inspections. If an individual is
suspected of violating the drug free workplace policy, she or he may be asked to submit to a search or
inspection at any time. Searches can be conducted of pockets and clothing, lockers, wallets, purses,
briefcases and lunchboxes, desks and work stations and vehicles and equipment.
If an employee violates the policy, she or he will be subject to progressive disciplinary action and may be
required to enter rehabilitation. Those required to enter rehabilitation who either fail to complete it or
repeatedly violate the policy will be terminated from employment. Nothing in this policy prohibits an
employee from being disciplined or discharged for other violations, performance problems, or other
reasons.
The Library recognizes that alcohol and drug abuse and addiction are treatable illnesses. Recognizing
that early intervention and support improve the success of rehabilitation, the Library:
•
•
•
•
•
18
Encourages employees to seek help if they are concerned that they or their family members
may have a drug or alcohol problem.
Encourages employees to utilize the services of qualified professionals in the community to
assess the seriousness of suspected drug or alcohol problems and identify appropriate sources
of help.
Ensures the availability of a current list of qualified community professionals.
Offers all employees and their family members assistance with alcohol and drug problems
through the Employee Assistance Program (EAP).
Allows the use of accrued paid leave while seeking treatment for alcohol and other drug
problems.
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Treatment for alcoholism or other drug use disorders may be covered by the employee benefit plan.
Nevertheless, the ultimate financial responsibility for recommended treatment belongs to the
employee.
All information received by the Library through the drug free workplace program is confidential
communication. Access to this information is limited to those who have a legitimate need to know in
compliance with relevant state and federal laws and management policies.
6.7 PROFESSIONAL ATMOSPHERE
The Library’s long held reputation is built on its record of excellent service and quality work. Preserving
this hard-earned reputation requires the active participation of every employee. Part of the impression
you make on others depends on your choice of dress, personal hygiene and courteous behavior. Each
employee brings a unique set of skills and experience and all employees are expected to treat each
other, as well as library users, with respect and a genuine service attitude. Figuratively, if not literally,
employees should greet each interaction with good eye contact, a firm handshake, and a “how-can-Ihelp-you” smile.
While at work, employees are expected to be well-groomed and dressed appropriately. Ensure that you
maintain good personal hygiene habits. Appropriate dress attire is also an integral part of maintaining a
professional atmosphere and the Library sets business casual dress as the norm for all employees. The
following are examples of what is not allowed:
No hats
No torn, stained or worn out clothing
No shorts
No muscle shirts, tank-tops or tube-tops, unless paired with an acceptable cover shirt
No visible underwear, bare midriffs or conspicuous cleavage
Except for earlobes, no visible piercings are preferable
No flip-flops
No t-shirts or other apparel with offensive writing or artwork
No visible logos larger than 2” by 2”
No visible tattoos
Those whose jobs entail using book carts, shelving books, and lifting boxes and packages should wear
shoes that provide protection and will not cause them to slip or fall. Employees in such positions should
not wear open-toed shoes, such as sandals or flip flops, or shoes that fit so loosely the employee might
lose his or her balance and fall, such as moccasins or slippers.
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7. E MPLOYEE RELATIONS
7.1 PERFORMANCE MANAGEMENT
Performance Management is an ongoing process of communication between a supervisor and an
employee that occurs throughout the year, in support of accomplishing the strategic objectives of the
organization. The communication process includes identifying goals, setting objectives, providing
feedback, and evaluating results.
The performance of each employee shall be appraised at least annually in writing by the employee's
immediate supervisor.
The written performance appraisal is an opportunity for the supervisor and employee to review whether
previously-discussed performance expectations and goals have been met, to discuss professional
development opportunities, and to identify options for acquisition of additional skills and knowledge to
foster performance improvement and career growth. Additionally, the appraisal provides appropriate
documentation to support any recommended merit increases or other performance-based awards.
Once the written evaluation has been completed and the employee has been given the opportunity to
provide feedback, the employee is asked to sign the completed appraisal form. The employee is
informed that his or her signature acknowledges discussion of the contents of the completed appraisal
form, not necessarily agreement with it. The employee may add his or her own comments to
accompany the performance appraisal form.
A copy of the completed performance appraisal form is placed in the employee's personnel file.
7.2 SALARY REVIEW
The Library’s compensation and classification objectives are to:
•
•
•
•
Attract and retain competent and productive staff from the appropriate labor market.
Identify different levels of responsibility and accountability and to establish salaries accordingly.
Base salary adjustments on individual contributions and performance.
Pay salaries that are competitive, on an overall basis, with salaries in the relevant labor
market(s) and that are consistent with the Library’s budgetary guidelines and within allocated
financial resources.
The Executive Director, with HR’s support, is responsible for determining job classifications and
compensation. Generally, the Executive Director presents merit increases and other changes to the
Board of Trustees for its approval as part of the budget review process.
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7.3 DISCIPLINE
The Library expects employees at all times to work productively, observe its policies, comport
themselves appropriately, and do the right thing. When an employee falls short of these expectations,
the Library may find it necessary to invoke discipline to improve or correct employees’ conduct or
performance. Disciplinary actions include but are not limited to counseling, written warnings,
disciplinary salary decreases, demotions, suspensions, and terminations.
In most cases, the Library imposes progressive discipline, starting with counseling. Nevertheless, when
disciplinary action is the result of performance or conduct which an employee knows or reasonably
should have known was unsatisfactory, the Library may immediately impose more serious discipline
including termination. Examples of performance or conduct that would warrant immediate serious
discipline include violations of law, dishonesty, theft or misappropriation of Library property, fighting on
the job, insubordination, acts endangering others, or other serious misconduct.
7.4 GRIEVANCE PROCEDURE
Represented employees are covered by the grievance procedure set out in the MOU. For all other
employees, the Library has established procedures to provide employees with a means of recourse in
the event the employee feels that the discipline process has not been fairly enforced. Within ten
calendar days of the occurrence, the employee should discuss the issues, concerns or problems with his
or her supervisor, a director or HR, whichever is appropriate given the circumstance. A decision on the
issue, concern, or problem will be given within five working days.
If the employee is not satisfied with the decision, or if the issue, concern or problem remains
unresolved, the employee is allowed three working days to present the grievance to the appropriate
next level. A decision at this second level on the issue, concern or problem will be given within five
working days.
If the employee is not satisfied with the decision, or if the issue, concern or problem remains
unresolved, the employee is allowed an additional three days to present the grievance to the Executive
Director. The decision of the Executive Director, given within five working days, is final.
7.5 WHISTLEBLOWER PROTECTION POLICY
The Library is committed to protecting employees and applicants for employment from interference
with disclosing violations or potential violations of law or serious breaches of conduct without the fear
of retaliation. Pursuant to this section, a Library employee may not:
•
Retaliate against an employee or applicant for employment who has disclosed violations or
potential violations of law or serious breaches of conduct, or
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•
Directly or indirectly use or attempt to use the official authority or influence of his or her
position or office for the purpose of interfering with the right of an applicant or an employee to
disclose violations or potential violations of law or serious breaches of conduct.
Any individual who engages in retaliation in violation of this policy will be subject to discipline including
the possibility of termination. Each of us is responsible for making sure our conduct fully complies with
all laws and regulations as well as Library policies. If you have knowledge of specific acts that you
reasonably believe violate the law or Library policy, the Library expects you to disclose those acts to an
appropriate Library official. If you believe you have been the subject of retaliation for making a goodfaith disclosure, you should contact your supervisor, the Executive Director, a Senior Director, HR, the
President of the Board of Trustees or a member of the Board of Trustees.
7.6 PERSONAL DATA
To aid you and your family in matters of personal emergency, the Library seeks to maintain up-to-date
information.
Changes in name, address, telephone number, marital status, number of dependents or changes in next
of kin or beneficiaries should be given to HR promptly.
7.7 ACCESS TO PERSONNEL FILE
Upon written request, employees or former employees may inspect their personnel files, within thirty
(30) days of the request date, during regular business hours at a mutually agreeable time, on the Library
premises, and in the presence of an authorized Library official. You will be permitted to see any records
in your personnel file. Exceptions include records regarding criminal investigation and any letters of
reference maintained by the Library. You may request a copy of your personnel file at a charge not to
exceed actual cost. HR has a form you may use to request inspection. The right to view or copy a
personnel file does not apply to any employee who has filed a law suit relating to a personnel matter so
long as the lawsuit is pending. Employees who wish to view any data related to their compensation not
contained within their personnel file may also request to do so by submitting a written request to
Human Resources. Compensation records will be made available for review within twenty-one (21) days
from receipt of the request. Represented employees should refer to their MOU for rights regarding
personnel files.
8. WORKPLACE
8.1 EVACUATION DRILLS
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Evacuation drills are scheduled periodically throughout the year. These drills are a critical element of
employee safety. Complete cooperation during these drills is required.
8.2 IN AN EMERGENCY
In the event of an emergency, employees should immediately contact security personnel at extension
2500. Emergencies include all accidents, medical situations, bomb threats, other threats of violence,
and the smell of smoke. Nevertheless, in cases where you are in imminent danger of harm or injury, you
should first evacuate to safety before contacting security personnel. If you cannot reach security
personnel immediately, call 911.
When events warrant an evacuation of the Library, you should follow the instructions of security
personnel or Library management. In cases of imminent danger of harm or injury, you should evacuate
to safety immediately without waiting for instructions. Leave the building in a brisk and orderly manner
and assemble at the pre-determined gathering area to await further instructions or information. If you
are able to do so without endangering yourself, you should help evacuate physically disabled persons.
In the case of fire or smoke, use stairways to exit the premises. Do not use elevators.
Should an emergency result in the need to communicate information to employees outside of business
hours, HR will be responsible for organizing that effort. You should keep your personal contact
information up to date by advising HR whenever your information changes.
8.3 NO SMOKING
The Library is dedicated to providing a healthy and comfortable environment for library staff and
visitors. The Library recognizes that smoking is a public health hazard and complies with state law on
smoking. Visitors to the Library including family, colleagues, applicants, vendors and contractors must
also adhere to this policy.
Smoking is prohibited in:
•
•
•
•
Enclosed buildings and within at least 20 feet of any building entrance, exit, vent and fresh air
intake grill.
Exterior landings, interior building courtyards, patios, and balconies.
Areas where flammable gases, liquids, or other volatile materials are located or stored.
Areas in which a fire or safety hazard may exist.
An individual who makes a complaint regarding a violation of this policy will not be subject to retaliation
as a result of making the complaint.
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Employees whose personal hygiene may be affected by smoking may be requested to attend to their
person or clothing, if it is offensive or causes breathing difficulty for colleagues or Library users.
Employees who violate this policy may face disciplinary action up to and including termination.
8.4 WEAPONS
Definitions
As used in this section, the terms in quotations have the following meanings:
•
•
“Library property” is defined as all Library-owned or leased buildings and surrounding areas such
as sidewalks, walkways, driveways and parking lots under the Library’s ownership or control.
This policy applies to all vehicles that come onto the Library property.
“Dangerous weapons” include, but are not limited to, firearms, explosives, knives and other
weapons that might be considered dangerous or that could cause harm.
The Library prohibits the possession, use or sale of dangerous weapons on Library property or while
engaged in Library business off premises. A license to carry the weapon on the Library property does
not supersede Library policy.
To ensure that the Library maintains a workplace safe and free of violence for all employees, any
employee in violation of this policy will be subject to disciplinary action, including the possibility of
termination. All Library employees are subject to this provision – including contract and temporary
employees – as are members of the Board of Trustees, vendors, contractors, subcontractors, visitors,
library users, and any other person on Library property.
Employees who are aware of violations or threats of violations of this policy must immediately report
such violations or threats of violations to security personnel, the Executive Director, Senior Directors or
HR.
8.5 WORKPLACE SEARCHES
To protect the property and to ensure the safety of all employees and Library users, the Library reserves
the right to conduct personal searches consistent with state and federal law, and to inspect any
packages, parcels, purses, handbags, brief cases, backpacks or any other possessions or articles carried
to and from the Library’s property. In addition, the Library reserves the right to search any employee’s
office, desk, files, lockers, equipment, vehicle, or any other area or article on our premises. In this
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regard, it should be noted that all offices, desks, files, lockers, equipment, etc., are the property of the
Library, and are issued for the use of employees only during their employment. Inspection may be
conducted at any time at the discretion of the Library.
Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this
policy may not be permitted to enter the premises. Employees working on or entering or leaving the
premises who refuse to cooperate in an inspection, as well as employees who after the inspection are
believed to be in possession of stolen property, illegal substances, a weapon, or any other item,
document, or object in violation of Library policies will be subject to disciplinary action including the
possibility of termination.
If upon investigation they are found to be in violation of the Library’s security procedures or any other
rules and regulations, employees will be subject to discipline up to and including the possibility of
termination.
8.6 LUNCHROOM AND STAFF LOUNGE
The lunchroom and staff lounge are available throughout the work day for employees’ benefit,
enjoyment, and use. Employees may invite guests to join them in the lunchroom or staff lounge subject
to Section. 8.10, Visitors.
The Library provides microwaves, a dishwasher, a coffee maker, vending machines, coffee, tea,
sweeteners, non-dairy creamer, and paper products in the lunchroom. The Library accepts no liability
for the vending machines which are owned and maintained by a third-party contractor. There is no
charge for the coffee or tea.
Both rooms should be kept clean out of respect to co-workers. Although a Library employee will
operate the dishwasher, lunch room users should place their dirty dishes in the dishwasher and not
leave them in the sink or on a counter.
Employees should report any lunchroom appliance malfunction to the Facilities Manager.
8.7 PERSONAL PROPERTY
The Library is not responsible for loss or damage to personal property. Personal items such as purses,
wallets or other valuable items should not be left in areas where theft might occur. This also applies to
personal property left in vehicles parked on Library property.
8.8 BULLETIN BOARDS
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Information of interest and importance to employees is posted on our bulletin boards in the first floor
corridor. One bulletin board is for administrative use only; employees may not post or remove any
information.
A second bulletin board is available for use by staff for notices, discount tickets, wanted and for sale
listings, etc. Employees should use discretion and only post items that are in keeping with the Library’s
policies governing acceptable conduct (see Section 3, Equal Employment Opportunity and Section 6,
Standards of Employee Conduct). The Library reserves the right to remove items that it deems to be
inappropriate.
The third bulletin board is for SEIU Local 721 literature.
8.9 LIBRARY CLOSURE
It is the Library’s policy to operate at all times and staff are expected to report for duty unless notified
otherwise. The Executive Director will decide whether the Library should close because of accident,
natural disaster, civil unrest, or other reason that would expose the Library’s employees and users to an
unacceptable risk of harm. In the event the Executive Director is away from the Library and cannot be
reached, a Senior Director is authorized to decide whether to close the Library.
If the Library elects to close on a day that it is scheduled to be open, it will make every effort to notify
employees as far in advance as possible. HR will be responsible for organizing the effort to notify all
employees.
In the event of an unscheduled and limited time closure, regular full-time staff will receive their regular
pay for the period of closure. Part-time employees scheduled for work during the closure will receive an
amount equivalent to their previously-scheduled hours. If a part-time employee is not scheduled to
work, no pay will be made. If the closure is protracted, the Executive Director will decide whether the
Library is in a position to continue to pay its employees.
The Library will generally not close because of adverse weather.
If the Library is open and an employee elects not to report because of adverse weather or other
condition, the employee should advise his or her supervisor at the earliest possible opportunity. Any
employee electing not to report to work on a day that the facility is open will be required to use accrued
vacation time.
8.10 VISITORS
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If you are expecting a visitor, please notify your supervisor and security. All visitors must first check in
with security. Visitors are not allowed in non-public areas of the building without being accompanied by
an authorized employee. Under no circumstances are visitors allowed in confidential or unauthorized
areas.
8.11 USE OF FACILITIES FOR NON-BUSINESS FUNCTIONS
The Library recognizes that employees may wish to arrange special social functions on premises during
regular business hours to celebrate baby showers, retirements and other special events.
Special celebrations should be arranged in advance and require prior approval from the Executive
Director. Library funds may be requested for such functions but may not be available. Food brought
into the Library in conjunction with any special celebration must be available to all staff.
Employees using Library facilities are expected to clean up after the event.
8.12 WORKSTATION CLEANLINESS
All offices and work stations should be organized so that in an emergency a co-worker could find and
identify essential Library information. Work areas should be kept as neat as possible during the regular
work day and should be straightened prior to leaving at the end of the work day. Employees should
leave public areas, such as the copy machine areas, coffee stations, conference rooms, restrooms and
kitchens in a clean and orderly condition for guests and other employees.
No food is permitted at public service desks. Drinks must be kept in containers that are stable and not
easily tipped.
8.13 PERSONAL MAIL
Employees should not use the Library’s address for the receipt of personal mail.
8.14 PERSONAL TELEPHONE CALLS
It is important to keep Library telephone lines free for Library business and user calls. Although the
occasional use of the Library’s telephones for a personal emergency may be necessary, routine personal
calls should be kept to a minimum.
8.15 SEASONAL DECORATION
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The Library believes that seasonal decorations should accentuate a professional and pleasant work
environment, rather than inhibit it. Employees are asked to respect other employees’ beliefs when
considering seasonal decorating, both in public areas and in their own workspaces.
•
•
•
•
The Library will provide appropriate seasonal decorations, such as flowers or greenery, for
public or group work areas.
Every effort will be made to avoid decorations that would be more likely viewed as religious in
nature, rather than those reflecting secular traditions.
You should apply similar principles in decorating your personal workspaces. You may be asked
to remove decorations that are inconsistent with the spirit of this policy.
The Library will require removal of decorations that it deems to be offensive by reasonable
standards.
9. HEALTH AND SAFETY
9.1 COMMUNICABLE DISEASES
The Library will not discriminate against any job applicant or employee based on the individual having a
communicable disease. Applicants and employees shall not be denied access to the workplace solely on
the grounds that they have a communicable disease. The Library reserves the right to exclude a person
with a communicable disease from the workplace facilities, programs and functions if the organization
finds that, based on a medical determination, such restriction is necessary for the welfare of the person
who has the communicable disease or the welfare of others within the workplace.
The Library’s decisions involving persons who have communicable diseases shall be based on current
and well-informed medical judgments concerning the disease, the risks of transmitting the illness to
others, the symptoms and special circumstances of each individual who has a communicable disease,
and a careful weighing of the identified risks and the available alternative for responding to an employee
with a communicable disease.
Communicable diseases include, but are not limited to, measles, influenza, viral hepatitis-A (infectious
hepatitis), viral hepatitis-B (serum hepatitis), AIDS, AIDS-related complex (ARC), leprosy, Severe Acute
Respiratory Syndrome (SARS) and tuberculosis. The Library may choose to broaden this definition within
its best interest and in accordance with information received through the Centers for Disease Control
and Prevention (CDC).
The Library will comply with all applicable statutes and regulations that protect the privacy of persons
who have a communicable disease. Every effort will be made to ensure procedurally sufficient
safeguards to maintain the personal confidence about persons who have communicable diseases.
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9.2 TEMPORARY CONTAGIOUS ILLNESSES
The Library reserves the right to request that employees with temporary contagious illnesses be placed
on leave pending release to work from a qualified health care provider.
The Library realizes that employees with temporary contagious illnesses, such as influenza, colds and
other viruses, need to continue with normal life activities, including working. In deciding whether an
employee with an apparently short-term contagious illness may continue to work, the Library considers
several factors. The employee must be able to perform normal job duties and meet regular
performance standards. In the judgment of the Library, the employee’s continued presence must pose
no risk to the health of the employee, other employees and visitors. If an employee disputes the
Library’s determination that such a risk exists, the employee must submit a statement from his or her
attending health care provider that the employee’s continued employment poses no significant risk to
the employee, other employees or visitors.
Supervisors are encouraged to remind employees that the Library provides paid sick leave to cover
absences due to temporary contagious illnesses. All employees are urged to contact HR regarding any
questions about the possible contagious nature of another employee’s temporary illness.
9.3 SAFETY
A safe work environment is the shared responsibility of everyone at the Library. All reasonable steps will
be taken to assure compliance with federal, state and local safety regulations. You are required to
follow the Library’s safety rules:
•
•
•
•
•
•
If you are injured or become sick at work, no matter how minor, you must inform your
supervisor immediately.
Use, adjust and repair machines and equipment only if you are trained and qualified.
Get help when lifting or pushing heavy objects.
Understand your job fully and follow instructions. If you are not sure of the safe procedure,
don’t guess. Just ask your supervisor.
Know the locations, contents and use of first aid and firefighting equipment.
Know the location of exits and the procedure for exiting the Library in an emergency.
Report unsafe conditions to your supervisor immediately.
For more information about Library workplace safety, consult the Library’s Injury and Illness Prevention
Program (IIPP) available on the Library’s intranet.
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10.
10. TECHNOLOGY AND TELECOMMUNICATIONS
ELEC OMMUNICATIONS
10.1 PROPERTY AND EQUIPMENT
You are expected to demonstrate proper care when using the Library property and equipment. No
property may be removed from the premises without proper authorization from Facilities. If you lose,
break or damage any property, report it to your supervisor immediately. The Library’s computer and
communication resources are intended for work-related purposes. While limited personal use of these
resources is acceptable, that use must not conflict with the Library’s business or violate Library policies.
10.2 TECHNOLOGY USE
Computers (desktops and portable computer systems), tablets, smartphones, cellphones, pagers,
telephones, faxes, voicemail, e-mail, electronic bulletin boards, Internet, intranet, and World Wide Web
access have been provided to employees for the benefit of the Library, its users, and others involved in
the Library’s operations. Employees are required to maintain and use these electronic resources in a
productive, professional manner. All such Library electronic resources, and the messages, files, data,
software or other information stored or transmitted on them are, and remain at all times, the property
of the Library.
The Library asks employees to keep in mind that when they use the Library’s electronic resource
systems they are creating information or documents using Library assets. Employees have no right to
privacy in their use of Library equipment. No information created, sent, or retrieved using these
electronic resources can be considered private. The Library reserves the right to access, monitor, and
review any and all documents or communications or website histories stored on Library equipment at
any time, either within or outside the presence of the employee, to ensure compliance with this and all
other Library policies. Even if you are using Library equipment to access your own personal email
account, such communications may be stored on Library equipment and they are not private. The
Library reserves the right to access, monitor and review all such communications stored on Library
equipment to ensure compliance with this and all other Library policies.
Employee e-mail and voicemail passwords do not create any right of privacy in employee computers or
voicemail or any information stored or sent with those computers or telephones. The Library reserves
the right, at all times, and without prior notice to the employee, to inspect and search the Library’s
electronic resources and any and all information contained therein to determine whether this policy or
any other policy of the Library has been complied with or violated.
The Library purchases or licenses copies of computer software programs from a variety of outside
companies. Employees may not duplicate any licensed software or related documentation for use
either on the Library’s premises or elsewhere unless the Library is expressly authorized to do so by the
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agreement with the licensor and the Technology Manager or Senior Director of Information Services
has approved the duplication. Illegal reproduction of software can result in substantial civil damages
and criminal penalties, including fines and imprisonment. Employees who make, acquire, or use
unauthorized copies of computer software or related documentation will be subject to discipline as
appropriate under the circumstances, including termination of employment. To the extent permitted by
law, the Library reserves the right not to defend or pay any damages awarded against employees for
conduct in violation of this policy.
Employees are prohibited from using the Library’s electronic resources to send or receive any
information in violation of Library policy and federal, state, or local laws and regulations, including
copyrighted materials, or protected trade secrets, or for the transmission or receipt of other information
which may be considered obscene or pornographic. In the event of such impermissible use, information
may be provided to law enforcement or other third-parties without the prior consent of the sender or
the receiver.
Sending, saving, accessing, or viewing offensive material is prohibited. Messages stored and/or
transmitted by the Library’s electronic resources, including the computer, tablets, smartphones,
cellphones, voicemail, e-mail, or the telephone system, must not contain content that may reasonably
be considered offensive to any employee. Offensive materials include, but are not limited to, sexual
comments, jokes, or images, racial slurs, gender-specific comments or any other comments, jokes, or
images that may offend someone on the basis of race, color, creed, sex, age, national origin or ancestry,
physical or mental disability, veteran status, marital status, as well as any other category protected by
federal, state, or local laws. Violations of this policy will be subject to discipline, up to and including
termination.
Employees may not transmit messages or other communications by means that either mask or hide
their identity. Employees should never access any electronic resources using another employee’s
password. Employees who wish to express personal opinions on the Internet should obtain a personal
account with a commercial Internet service provider and must access the Internet without using Library
electronic resources.
Employees may only access Library documents, files, data, or programs that are related to their work
duties. Any unauthorized review, duplication, dissemination, removal, installation, damage, or
alteration of files, documents, passwords, computer systems, or programs or other property of the
Library or the improper use of documents, files, or information obtained by such unauthorized means, is
prohibited.
Employees must not open e-mail attachments that arrive anonymously, that have strange subject titles,
or that contain multiple forwards. Employees should also be wary of e-mail attachments with unusual
extensions such as .VBS, .EXE or .BAT. If employees are at any time unsure about the safety or content
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of an e-mail attachment, they must consult with a supervisor and the Technology Manager or Senior
Director of Inofrmation Services before opening the attachment.
Employees are permitted to use the Library’s electronic resources for very limited and occasional nonwork-related purposes during nonworking time (e.g., during breaks and before or after working hours).
Employees are responsible for ensuring that they use the Library’s electronic resources in an effective,
ethical, and lawful manner. These resources should not be used in any way that would interfere with
the Library’s ability to conduct its business or with its employees’ ability to perform their duties.
Employees may not play games on the Library’s computers or other electronic resources and may not
engage in similar activities interfering with their productivity or the productivity of any other employee
or interfere with the operation of the Library’s electronic resources.
Employees may file a complaint for violation of this policy. If an employee using the Library’s electronic
resources has been subjected to workplace harassment, the employee should file a complaint using the
Library’s harassment policy. The Library will not retaliate against any employee for complaining or
providing evidence concerning any alleged violation of this policy or the misuse of the Library’s
electronic resources.
10.3 GUIDELINES APPLICABLE TO ELECTRONIC SECURITY
Effective electronic security requires the participation and support of all employees. Following are
minimal guidelines to secure and protect the Library’s digital equipment.
•
•
•
•
•
•
•
•
•
•
•
•
32
Password protected screen savers should always be active.
Store passwords securely and not near your computer or in your laptop bag.
If you have a wireless card, disable it when it is not in use.
Keep computer equipment in your work area clean, away from food and liquids.
Do not remove asset tags or serial numbers from equipment.
When viewing sensitive information, position your computer screen so it can’t be seen by
others.
Workstations must not be moved from their normal location without authorization from IS.
Never leave a laptop or other portable electronic device unattended.
Do not leave a laptop or other portable electronic device in public view in a vehicle or near an
exterior window where it would be subject to a smash and grab type theft.
Never check a laptop or other portable electronic device as baggage.
Avoid storing computers or other electronic devices in extreme cold or hot weather.
If a laptop is stolen, report it to local police immediately, and then to the Technology Manager
or Senior Director of Information Services.
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•
Use a password with mixed-case alphabetic characters and that is easy to remember, so you
don’t have to write it down.
10.4 FILE MANAGEMENT
All files should be saved to the network (H: Drive) to ensure data retrieval in the event your assigned
workstation incurs a disk failure or other catastrophic problem. Technology Services is responsible for
backing up the network files regularly and storing those files in a secure off-site location for future
retrieval. Personal information or files should not be stored on the on the network.
The S: Drive (“shared drive”) is for sharing files with other Library employees.
10.5 REMOTE ACCESS
The Senior Director of Information Services determines the level of remote access available to various
employees. Library email is available to everyone through the Internet at
http://webmail2010.lalawlibrary.org. Access to network files, network databases, Outlook email, and
other network features requires special software. See your supervisor to request a higher level of
remote access.
10.6 MISUSE
Employees may not misuse computing, networking, or information resources.
Examples of misuse include, but are not limited to, the following activities:
•
•
•
•
•
•
•
Using a computer account that you are not authorized to use. Obtaining a password for a
computer account without the consent of the account owner.
Sharing your password with another.
Using the Library’s network to gain unauthorized access to any other computer system.
Deliberately performing an act that will interfere with the normal operation of the Library’s
computers, terminals, peripherals, or networks.
Deliberately running or installing on any computer system or network, or giving to another user,
a program intended to damage or to place excessive load on a computer system or network.
This includes but is not limited to programs known as computer viruses, Trojan horses, and
worms.
Attempting to circumvent data protection schemes or uncover security loopholes.
Use of software utilities to scan or probe network resources.
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10.7 TELEPHONE AND VOICEMAIL
The Library provides telephones and voicemail services to assist in the communication of Library
business. Each user may store up to 100 separate voicemails. Exceeding this size will prevent you from
receiving further voicemail messages.
There is no right to privacy for voicemail messages sent or received by the Library’s telephone system.
The Library reserves and intends to exercise the right to record, review, audit, intercept, access and
disclose all communication received or sent over the telephone system for any purpose.
The voicemail system is intended for Library business use only. The use of the Library’s voicemail system
to distribute to co-workers information unrelated to the Library is prohibited.
The Library reserves the right to enter, search, or monitor the voicemail of any employee without
advance notice and consistent with applicable state and federal laws. You should not expect that your
telephone and voicemail sent and received via the Library’s voicemail system are private or confidential.
10.8 EMAIL
The Library has installed an internal electronic mail (“email”) system to facilitate the transmittal of
business-related information within the Library and with persons and entities outside the Library. Email
should only be used for Library business. Unrelated use is prohibited.
There is no right to privacy for emails transmitted or received by the Library’s email system. The Library
reserves the right to review, audit, intercept, access, and disclose all messages created, received or sent
via the Library’s email.
The Library allows each user to store up to 250 MB for mailbox messages, which includes the Inbox,
Deleted Items and Sent Items folders. Exceeding this size will prevent you from sending or receiving any
email. Employees should delete unneeded email regularly.
Global or all-staff email messages are not allowed without prior approval by the Communications Team.
Email may not be used to solicit for commercial ventures, religious or political causes, outside
organizations, or other non-work related solicitations. The creation of offensive messages will be
considered a violation of the Library’s anti-harassment policy.
When selecting recipients from a directory, be careful that you don’t send your message to the wrong
person. To avoid accidental disclosure of information, don’t include external recipients on internal
distribution lists.
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Sending or forwarding chain letters is not allowed. If you receive one, delete it without opening any
attachment, which may contain a virus.
10.9 EMAIL SIGNATURES
To maintain the Library’s professional and consistent image, everyone should use the standard signature
block as provided by the Communications Team.
Personalized or non-business-related sayings, quotes, slogans, mission statements, disclaimers,
philosophies, quips, etc., graphics that are not provided by the Communications Team, or statements
that are of a political or religious nature, are not acceptable without prior permission.
10.10 EMPLOYEE SOCIAL MEDIA/NETWORKING POLICY
A core value of the Library is to provide a work experience that encourages continuous improvement,
respect, well-being, safety, personal and professional growth, and respect for cultural diversity.
Maintaining a positive and safe environment takes a committed team with each member taking
responsibility for his or her role and behavior.
The Library recognizes that many employees engage in social media activity while off duty and for workrelated purposes. For purposes of this Policy, “social media activity” includes all types of posts and
other communications on the internet, including but not limited to, posts on social networking sites
(such as Facebook, LinkedIn, and Tumblr); blogs and other on-line journals and diaries; bulletin boards
and chat rooms; microblogging, such as Twitter; and posts of video or audio on media-sharing sites, such
as YouTube or Flickr. “Social media activity” also includes permitting, or failing to remove, posts by
others where the employee can control the content of posts, such as on a personal page or blog.
The Library respects the legal rights of its employees and understands that employees’ time outside of
work is their own. However, employees who engage in social media activity should be mindful that their
social media activity, even if done off premises and while off-duty, could affect the Library’s legitimate
business interests. For example, the information posted could be the Library’s confidential business
information. In addition, some readers may mistakenly view you as a spokesperson for the Library.
Consequently, social media activity is a legitimate and proper focus of Library policy.
This Social Media Policy (this “Policy”) provides guidance on responsible social media activity by
employees. This Policy does not and cannot cover every possible social media activity. For this reason,
the Library relies on the professionalism and judgment of its employees to ensure that social media
activity is undertaken responsibly.
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This Policy applies to all employees. This Policy applies to social media activity that relates in any way to
the Library’s business, employees, users, vendors, or competitors or that identifies an employee’s
affiliation with the Library (other than as an incidental mention of place of employment in personal
social media activity unrelated to the Library).
This Policy applies to social media activity when on or off duty, while using the Library’s or personal
electronic resources, and whether the employee posts anonymously or using a pseudonym. Unless
specifically authorized, employees are prohibited from using the Library’s electronic resources to engage
in social media activity or from otherwise engaging in social media activity during working hours.
Guidelines Applicable To All Social Media Activity
The Library values its established brand reputation and good will relationships. These are important
corporate assets. When you engage in social media activity that identifies you as a Library employee, or
in any way relates to the Library, you should bear that in mind and follow the guidelines listed below:
•
•
•
•
•
•
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You may use the Library’s electronic resources to engage in social media activity for nonbusiness purposes as long as that activity involves only an incidental amount of your time, does
not interfere with your or your co-workers’ job responsibilities, and complies fully with all
Library policies. You may not maintain an open connection to, or stream, any social media site.
Such non-business use is a privilege that may be withdrawn if abused.
Your social media activity is subject to all of the Library’s policies, including, but not limited to,
the anti-harassment and anti-discrimination policy and other personal conduct policies.
Unless you have received prior authorization from the Library, you should not represent in any
social media content that you are authorized to speak on behalf of the Library, or that the
Library has reviewed and approved your content. If that is not obvious from your post, you
should specifically state, “The views expressed in this post are my own. They have not been
reviewed or approved by the LA County Law Library.”
You should disclose your employment by the Library if your social media activity endorses the
Library’s services, i.e., expresses opinions, beliefs, findings or experiences concerning the
Library’s services. Unless the Library has approved any such endorsement in writing and in
advance, you should specifically state, “The views expressed in this post are my own. They have
not been reviewed or approved by LA County Law Library.”
You should consider using available privacy filters or settings to block from co-workers, users,
vendors or competitors who may have access to your social media activity any overly personal
information about you.
You should not post content about the Library, management, co-workers or users that is vulgar,
obscene, threatening, intimidating, defamatory, harassing, or a violation of the Library’s policies
against discrimination, harassment, or hostility on account of race, color, religion, creed, sex,
gender (including gender identity, gender expression, and an employee’s gender-related
appearance and behavior whether or not stereotypically associated with the employee’s
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•
•
•
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assigned sex at birth), marital status, age, national origin or ancestry, physical or mental
disability, medical condition, veteran status, sexual orientation or any other consideration
protected by federal, state or local laws.
You should not disparage the Library’s products or services, or the products or services of its
vendors or competitors.
You should not use the Library’s logo, trademark or proprietary graphics without the express
prior authorization of the Library. You should not post photographs or video of the non-public
areas of the Library premises, or of the Library’s processes or operations without the Library’s
prior written approval.
You should not disclose personally-identifying information (such as telephone numbers, Social
Security numbers, credit or debit card numbers or financial account numbers) of the Library’s
employees, users, vendors or competitors. You should not post images or video of the Library’s
employees, users, vendors or competitors without their prior permission. You should not
mention users, vendors, or competitors in your social media activity without the Library’s prior
written approval.
To ensure that the Library communicates with the media in a consistent, timely and professional
manner about matters related to the Library, you should speak to your supervisor before
responding to any media inquiry about your social media activity related to the Library.
Anyone concerned about social media activity relating to the Library that may require a
response can contact the Executive Director.
Do not respond to any social networking posts or blogs from other users relating to the Library.
Instead, report those posts or blogs to HR.
Addressing Concerns
You are more likely to resolve concerns about work by speaking directly with your co-workers,
supervisor or other management-level personnel rather than by posting them on the Internet. You
should consider using available internal resources, rather than social media activity, to resolve these
types of concerns.
Enforcement
If you need clarification of any aspect of this policy, please contact HR.
The Library will, in its discretion, review social media activity to the fullest extent permitted by
applicable law. If you engage in social media activity anonymously or using a pseudonym, the Library
will, in appropriate circumstances, take steps to determine your identity.
Employees will be held accountable for engaging in social media activity that violates this Policy. Failure
to comply with this Policy may lead to discipline, up to and including termination of employment, and if
appropriate, the Library will pursue all available legal remedies. The Library also may report suspected
unlawful conduct to appropriate law enforcement authorities. The Library will not construe or apply this
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Policy in a manner that improperly interferes with or limits employees’ rights under the National Labor
Relations Act or any other legally-protected communications.
10.11 PERSONAL ELECTRONIC DEVICES
Except during lunch and breaks, employees should refrain from personal use of iPods, smart phones,
tablet computers, laptop computers, and other personal devices during the work day.
10.12 HELP DESK
To enable employees to work effectively and efficiently, the IS Team offers technical support and
training. Contact the Helpdesk at extension “HELP” (4357) or on the internet at
http://helpdesk.lalawlibrary.org.
The Help Desk’s normal hours are Monday through Friday, 8:30 a.m. to 6 p.m., and Saturday, 9 a.m. to 5
p.m.
11.
11. LEAVES
EAVES & D ISABILITY
11.1 HOLIDAYS
The Library observes the following state holidays during the year:
New Year’s Day
Dr. Martin Luther King, Jr. Day
Lincoln Day
Presidents Day
Cesar Chavez Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
The Day after Thanksgiving
Christmas
If one of the above holidays falls on Saturday, it is normally observed on the preceding Friday. If one of
the above holidays falls on Sunday, it is normally observed on the following Monday.
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In any year, the Library may elect to use December 24 or December 31, or both, as designated holidays
in lieu of Lincoln Day or Columbus Day, or both.
Full-time employees are eligible for all paid holidays upon hire. Part-time branch assistants are eligible
for all paid holidays equal to the number of hours normally worked on that day. However, branch
assistants must adhere to the holiday schedule of the Courthouse in which the branch is located.
Other part-time employees are eligible for a paid holiday only if the holiday falls on a day they are
normally scheduled to work. Pay is equal to the number of hours normally scheduled to be worked on
that day.
Employees will receive holiday pay in compliance with state and federal wage and hour laws.
Employees must work their scheduled workday before and after the holiday in order to be paid for the
holiday unless their supervisor approves the absence.
Employees may request time off for religious observances that are not part of the published holiday
schedule. Employees should provide supervisors with adequate notice regarding the need for time off
for these religious holidays. Employees may use vacation time for a nonscheduled religious holiday.
11.2 VACATION
Upon successful completion of the introductory period, full-time regular employees are eligible to
accrue paid vacation leave. Vacation accrues on a calendar year basis and depends on the length of an
employee’s tenure, as follows:
For full-time employees hired prior to May 31, 2011:
•
•
1 - 9 years: 15 days per calendar year (4.62 hours per pay period)
10 + years: 20 days per calendar year (6.15 hours per pay period)
For full-time employees hired on or after May 31, 2011:
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•
•
1 - 4 years: 10 days per calendar year (3.08 hour per pay period)
5 – 9 years: 12 days per calendar year (3.69 hours per pay period)
10 + years: 15 days per calendar year (4.62 per pay period)
Upon successful completion of the introductory period, part-time branch assistants are eligible to accrue
paid vacation leave on a calendar year basis at a rate of .0577 per hour worked.
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Part-time library employees hired prior to June 30, 2006, are eligible to accrue paid vacation leave on a
calendar year basis at a rate of .0577 per hour worked. Part-time library employees hired after July 1,
2006, are not eligible to accrue paid vacation leave.
Full time employees may accrue vacation leave up to a maximum of 200 hours. Part-time branch
assistants and eligible part-time employees may accrue vacation leave up to a maximum of 100 hours.
Vacation requests must be submitted in the Empower time off request system at least two weeks in
advance of the anticipated leave. Vacation requests are granted depending on the Library’s business
requirements and whether prior co-workers’ time off requests create a schedule conflict. Length of
employment may determine priority when two or more co-workers in a unit request vacation during the
same period.
Vacation must be accrued before it can be taken.
Vacation accrues during paid status, e.g., regular time, overtime, vacation, paid sick leave, holidays, and
funeral leave. Employees on authorized unpaid leaves of absence do not accrue vacation leave.
Between November 10 and November 30 of each year, full-time employees may request payment for
one week (40 hours) of vacation time earned but not taken. The vacation cash-out will be paid to the
employee in January. The employee must have a minimum of eighty (80) hours of accrued vacation
leave remaining after the cash-out.
Upon separation from the Library, eligible employees will be paid for accrued but unused vacation.
Employees may not schedule vacation on one of the quarterly “All Staff Days.”
11.3 SICK LEAVE
Upon hire, full-time employees are eligible to accrue sick leave. Sick leave is accrued on a calendar year
basis and will depend on the length of an employee’s tenure, as follows.
For full-time employees hired prior to May 31, 2011:
•
15 days per calendar year (4.62 hours per pay period)
For full-time employees hired on or after May 31, 2011:
•
•
40
1 - 4 years: 10 days per calendar year (3.08 hour per pay period)
2 – 9 years: 12 days per calendar year (3.69 hours per pay period)
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10 + years: 15 days per calendar year (4.62 per pay period)
Upon hire, part-time branch assistants are eligible to accrue sick leave at a rate of .0577 per hour
worked. Part-time branch assistants may accumulate up to 960 hours of paid sick leave. Other parttime Library employees are not eligible to accrue sick leave.
Eligible employees may use their annual allotment of available sick days for absences to attend to an
illness of a spouse or domestic partner, child, the child of the employee’s registered domestic partner,
or parent on the same terms the employee is able to use sick leave benefits for the employee’s own
illness or injury. An employee absent for more than 3 consecutive days may be required to provide
medical proof of illness or injury.
Sick leave accrues during paid status, e.g., regular time, overtime, vacation, paid sick leave, holidays, and
funeral leave.
Unused sick leave accrues from year to year and is carried forward to the following year.
Upon separation of employment with the Library, full-time employees hired on or before May 31, 2011,
may request that accrued but unused sick leave be paid at the rate of six (6) days per year of service,
with a maximum of 90 days. Unused sick leave for payout is frozen at the amount of accrued but
unused sick leave as of May 31, 2011.
Employees hired after May 31, 2011, will not receive any payment for unused sick leave accruals.
Full-time employees may apply accrued but unused and unpaid sick leave toward retirement service
credit. For more information about service credit contact CalPERS (www.calpers.ca.gov) (888-2257377).
Upon separation, part-time branch assistants do not receive payment for unused sick leave.
11.4 FAMILY AND MEDICAL LEAVE
To the extent not already provided for under current leave policies and provisions, the Library will
provide family and medical leave for eligible employees as required by state and federal law. The
following provisions set forth certain of the rights and obligations with respect to such leave. Rights and
obligations which are not specifically set forth below are set forth in the Department of Labor
regulations implementing the federal Family and Medical Leave Act of 1993 (“FMLA”), and the
regulations of the California Family Rights Act (“CFRA”). Unless otherwise provided, “Leave” under this
section shall mean leave pursuant to the FMLA and CFRA.
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Introductory information on FMLA / CFRA is included in this Manual. For additional information on
FMLA and CFRA, please contact HR. Additional information is also available on the Library’s Intranet.
Definitions
As used in this section, the terms in quotations have the meanings indicated:
•
•
•
•
•
•
•
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“12-Month Period” means a rolling 12-month period measured backward from the date leave is
taken and continuous with each additional leave day taken.
“Child” means a child under the age of 18 years of age, or 18 years of age or older who is
incapable of self-care because of a mental or physical disability. An employee’s child is one for
whom the employee has actual day-to-day responsibility for care and includes, a biological,
adopted, foster or step-child, legal ward, or a child of a person standing in loco parentis.
A child is “incapable of self-care” if she or he requires active assistance or supervision to provide
daily self-care in three or more of the activities of daily living or instrumental activities of daily
living such as, caring for grooming and hygiene, bathing, dressing and eating, cooking, cleaning,
shopping, taking public transportation, paying bills, maintaining a residence, using telephones
and directories, etc.
“Parent” means the biological parent of an employee or an individual who stands or stood in
loco parentis (in place of a parent) to an employee when the employee was a child. This term
does not include parents-in-law.
“Spouse” means a husband or wife as defined or recognized under California State law for
purposes of marriage.
“Domestic Partner” means an individual as defined in Cal. Family Code Section 297, et seq.
“Serious health condition” means an illness, injury impairment, or physical or mental condition
that involves:
o Inpatient Care (i.e., an overnight stay) in a hospital, hospice, or residential medical care
facility, including any period of incapacity (i.e., inability to work, or perform other
regular daily activities due to the serious health condition, treatment involved, or
recovery therefrom); or
o Continuing treatment by a health care provider: A serious health condition involving
continuing treatment by a health care provider includes any one or more of the
following:
o A period of incapacity (i.e., inability to work, or perform other regular daily activities due
to serious health condition of more than three consecutive calendar days, and any
subsequent treatment or period of incapacity relating to the same condition, that also
involves:
o Treatment two or more times by a health care provider, by a nurse or physician’s
assistant under direct supervision by a health care provider, or by a provider of health
care services (e.g., a physical therapist) under orders of, or on referral by a health care
provider; or
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Treatment by a health care provider on at least one occasion which results in a regimen
of continuing treatment under the supervision of the health care provider. This includes
for example, a course of prescription medication or therapy requiring special equipment
to resolve or alleviate the health condition. If the medication is over the counter, and
can be initiated without a visit to a health care provider, it does not constitute a
regimen of continuing treatment.
Any period of incapacity due to pregnancy or for prenatal care. (This entitles
the employee to FMLA leave, but not CFRA leave. Under California law an
employee disabled by pregnancy is entitled to Pregnancy Disability Leave.)
Any period of incapacity or treatment for condition. A chronic serious health
condition is one which:
Requires periodic visits for treatment by a health care provider, or by a nurse or
physician’s assistant under direct supervision of a health care provider;
Continues over an extended period of time (including recurring episodes of a
single underlying condition); and
May cause episodic rather than a continuing period of incapacity (e.g., asthma,
diabetes, epilepsy, etc.). Absences for such incapacity qualify for leave even if
the absence lasts only one day.
o A period of incapacity which is permanent or long-term due to a condition for which
treatment may not be effective. The employee or family member must be under the
continuing supervision of, but need not be receiving active treatment by a health care
provider.
o Any period of absence to receive multiple treatments (including any period of recovery
therefrom) by a health care provider or by a provider of health care services under
orders of, or on referral by, a health care provider, either for restorative surgery after an
accident or other injury, or for a condition that would likely result in a period of
incapacity of more than three consecutive calendar days in the absence of medical
intervention or treatment.
“Health Care Provider” means:
o A doctor of medicine or osteopathy who is authorized to practice medicine or surgery by
the State of California;
o Individuals duly licensed as a physician, surgeon, or osteopathic physician or surgeon in
another state or jurisdiction, including another country, who directly treats or
supervises treatment of a serious health condition;
o Podiatrists, dentists, clinical psychologists, optometrists, and chiropractors (limited to
treatment consisting of manual manipulation of the spine to correct a subluxation as
demonstrated by X-ray to exist) authorized to practice in California and performing
within the scope of their practice as defined under California State law;
o
•
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o
o
o
Nurse practitioners and nurse-midwives and clinical social workers who are authorized
to practice under California State law and who are performing within the scope of their
practice as defined under California State law;
Christian Science practitioners listed with the First Church of Christ, Scientist in Boston,
Massachusetts; and
Any health care provider from whom an employer or group health plan’s benefits
manager will accept certification of the existence of a serious health condition to
substantiate a claim for benefits.
Employee Eligibility
To be eligible for Leave, employees must have been employed by the Library for at least 12 months (in
aggregate), and have worked at least 1,250 hours during the 12-month period immediately preceding
the commencement of the leave. In addition, the employee must be employed at a worksite where 50
or more employees are employed by the Library within 75 miles of the worksite.
Leave Entitlement
Eligible employees may request leave under this policy for one or more of the following reasons:
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•
•
•
•
•
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the birth of a son or daughter of the employee and in order to care for such son or daughter
(“Bonding Leave”);
the placement of a son or daughter with the employee for adoption (“Bonding Leave”);
the placement of a son or daughter with the employee for foster care (“Bonding Leave”);
to care for the spouse, or a son, daughter, or parent of the employee, if such spouse, son,
daughter, or parent has a serious health condition (“Family Care Leave”);
the employee has a serious health condition that prevents the employee from performing an
essential job function (“Serious Health Condition Leave”);
a qualifying exigency arising out of a spouse’s, child’s or parent’s Armed Forces active duty or
call to active duty in a foreign country (“Military Emergency Leave”); and
the care of a spouse, child, parent or next of kin who is an Armed Forces member with a serious
injury or illness incurred in the line of duty (“Military Caregiver Leave”).
Leave for the birth or placement of a child must be concluded within 12-months from the date of the
birth or placement.
If you have questions regarding this policy, contact your immediate supervisor or HR.
Length of Leave
The maximum amount of Leave will be twelve (12) workweeks in any 12 month period when the leave is
taken for: (1) Bonding Leave; (2) Family Care Leave; (3) Serious Health Condition Leave; and/or
(4) Military Emergency Leave. A 12-month period begins on the date of your first use of FMLA Leave.
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Successive 12-month periods commence on the date of your first use of such leave after the preceding
12-month period has ended.
If both spouses work for the Library and are eligible for leave under this policy, the spouses will be
limited to a total of 12 workweeks off between the two of them when the leave is for Bonding Leave or
to care for a parent using Family Care Leave.
The maximum amount of Leave for an employee wishing to take Military Caregiver Leave will be a
combined leave total of twenty-six (26) workweeks in a single 12-month period. A “single 12-month
period” begins on the date of your first use of such leave and ends 12 months after that date.
If both spouses work for the Library and are eligible for leave under this policy, the spouses will be
limited to a total of 26 workweeks off between the two when the leave is for Military Caregiver Leave.
Intermittent and Reduced Schedule Leave
Under some circumstances, you may take FMLA Leave intermittently—which means taking leave in
blocks of time, or by reducing your normal weekly or daily work schedule. Leave taken intermittently
may be taken in increments of no less than one hour. Employees who take leave intermittently or on a
reduced work schedule basis for planned medical treatment must make a reasonable effort to schedule
the leave so as not to unduly disrupt the Library’s operations.
Requesting Leave – Notice and Certification
Employees should contact HR as soon as they become aware of the need for FMLA leave. Certification
forms referenced below are available from HR. Absent unusual circumstances, failure to comply with
these notice and certification requirements may result in a delay or denial of the leave.
Notice/Certification Requirements for Bonding, Family Care, Serious Health Condition, and Military
Caregiver Leave
•
For these types of leave, employees are required to provide:
o when the need for the leave is foreseeable, 30 days’ advance notice or such notice as is
both possible and practical if the leave must begin in less than 30 days (normally this
would be the same day the employee becomes aware of the need for leave or the next
business day);
o when the need for leave is not foreseeable, notice within the time prescribed by the
Library’s normal absence reporting policy, unless unusual circumstances prevent
compliance, in which case notice is required as soon as is otherwise possible and
practical;
o when the leave relates to medical issues, a completed Certification of Health-Care
Provider form within 15 calendar days (for Military Caregiver Leave, an invitational
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o
o
travel order or invitational travel authorization may be submitted in lieu of a
Certification of Health-Care Provider form);
periodic recertification (upon request); and
periodic reports during the leave.
At the Library’s expense, the Library may also require a second or third medical opinion regarding your
own serious health condition. Employees are expected to cooperate with the Library in obtaining
additional medical opinions that the Library may require.
When leave is for planned medical treatment, you must try to schedule treatment so as not to unduly
disrupt the Library’s operation. Please contact your supervisor prior to scheduling planned medical
treatment.
Recertifications After Grant of Leave
In addition to the requirements listed above, if your leave is certified, the Library may later require
medical recertification in connection with an absence that you report as qualifying for Leave. For
example, the Library may request recertification if (1) the employee requests an extension of leave;
(2) the circumstances of the employee’s condition as described by the previous certification change
significantly (e.g., your absences deviate from the duration or frequency set forth in the previous
certification; your condition becomes more severe than indicated in the original certification; you
encounter complications); or (3) the Library receives information that casts doubt upon your stated
reason for the absence. In addition, the Library may request recertification in connection with an
absence after six months have passed since your original certification, regardless of the estimated
duration of the serious health condition necessitating the need for leave. Any recertification requested
by the Library shall be at the employee’s expense.
Notice/Certification Requirements for Military Emergency Leave
Employees are required to provide:
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as much advance notice as is reasonable and practicable under the circumstances;
a copy of the covered military member's active duty orders when the employee requests leave;
and
a completed Certification of Qualifying Exigency form within 15 calendar days, unless unusual
circumstances exist to justify providing the form at a later date.
Compensation During Leave
Leave taken under this policy is unpaid. However, employees must use any of their accrued paid leaves
while on Leave.
Benefits During Leave
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The Library will continue making contributions for your group health benefits during your leave on the
same terms as if you had continued to work. This means that if you want your benefits coverage to
continue during your leave, you must also continue to make any premium payments that you are now
required to make for yourself or your dependents. Employees taking Bonding Leave, Family Care Leave,
Serious Health Condition Leave, and Military Emergency Leave will generally be provided with group
health benefits for a 12 workweek period. Employees taking Military Caregiver Leave may be eligible to
receive group health benefits coverage for up to a maximum of 26 workweeks. In some instances, the
Library may recover premiums it paid to maintain health coverage if you fail to return to work following
a Leave.
Your length of service as of the start of the Leave will remain intact, but accrued benefits such as
vacation will not accrue while on an unpaid Leave.
Job Reinstatement
Under most circumstances, you will be reinstated to the same position held at the time of the Leave or
to an equivalent position with equivalent pay, benefits, and other employment terms and conditions.
However, you have no greater right to reinstatement than if you had been continuously employed
rather than on Leave. For example, if you would have been laid off had you not gone on leave, or if your
position has been eliminated during the Leave, then you will not be entitled to reinstatement.
Prior to being allowed to return to work, an employee wishing to return from a Serious Health Condition
Leave must submit an acceptable release from a health care provider that certifies the employee can
perform the essential functions of the job as those essential functions relate to the employee’s serious
health condition. For an employee on intermittent Leave, such a release may be required if reasonable
safety concerns exist regarding the employee’s ability to perform his or her duties, based on the serious
health condition for which the employee took the intermittent leave.
“Key employees,” as defined by law, may be subject to reinstatement limitations in some circumstances.
If you are a “key employee,” you will be notified of the possible limitations on reinstatement at the time
you request a leave.
Fraudulent Use of Leave Prohibited
An employee who fraudulently obtains Family and Medical Leave from the Library is not protected by
FMLA’s job restoration or maintenance of health benefits provisions. In addition, the Library will take all
available appropriate disciplinary action against such employee due to such fraud.
Additional Information Regarding FMLA Leave
A Notice to Employees Of Rights Under FMLA (WHD Publication 1420) is attached to this Policy.
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11.5 PREGNANCY DISABILITY LEAVE
Leave Entitlement
Leave is available to any employee who is disabled by pregnancy or a condition related to pregnancy as
certified by a healthcare provider. A healthcare provider may certify a woman as “Disabled by
pregnancy” due to reasons including, but not limited to, severe morning sickness; time off for prenatal
or postnatal care; bed rest; gestational diabetes; pregnancy-induced hypertension; preeclampsia;
postpartum depression; childbirth; loss or end of pregnancy; or recovery from childbirth loss or end of
pregnancy. There is no length of service requirement.
For purposes of this policy, you are actually disabled when, in the opinion of your healthcare provider,
you cannot work at all or are unable to perform any one or more of the essential functions of your job or
to perform them without undue risk to yourself, the successful completion of your pregnancy, or to
other persons as determined by a health care provider. This term also applies to severe morning
sickness or if you need to take time off for prenatal care.
Transfer to Less Strenuous Position
The Library will transfer an employee affected by pregnancy to a less strenuous or hazardous position or
duties if:
•
•
•
She requests a transfer;
The request is based upon the certification of her health care provider as “medically advisable”;
and
The transfer can be reasonably accommodated.
You are affected by pregnancy if you are pregnant or have a related medical condition, and because of
pregnancy, your health care provider has certified that it is medically advisable for you to transfer. No
additional position will be created and the Library will not discharge another employee, transfer another
employee with more seniority or promote or transfer any employee who is not qualified to perform the
new job.
Advance Notice and Medical Certification
As a condition of a pregnancy disability leave of absence or a transfer, you must:
•
•
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Provide 30 days’ advance notice before the leave of absence or transfer is to begin, if the need
for the leave of absence or transfer is foreseeable, or when 30 days’ notice is not foreseeable, as
soon as practicable; and
Provide a signed medical certification from your health care provider, that states that you are
disabled due to pregnancy or that it is medically advisable for you to be transferred to a less
strenuous or hazardous position or to less strenuous or hazardous duties.
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The Library may require you to provide a new certification if you request an extension of your leave of
absence.
Duration of the Leave of Absence
A Pregnancy Disability Leave of Absence will last for the duration of your pregnancy-related disability as
certified by your health care provider for up to four months (for a full-time employee working 40 hours
per week, four months means 693 hours of leave (40 hours per week times 17 1/3 weeks) during each
pregnancy. Part-time employees are entitled to leave on a pro rata basis. If an employee’s schedule
varies from month to month, a monthly average of the hours worked over the four months prior to the
beginning of the leave shall be used for calculating the employee’s normal work month. Leave is
available for all disabilities related to each pregnancy and does not need to be taken in one continuous
period of time.
Return to Work
If you and the Library have agreed upon a definite date of return from your leave of absence or transfer,
you will be reinstated on that date if you notify the Library that you are able to return on that date. If
the length of the leave of absence or transfer has not been established, or if it differs from the original
agreement, you will be returned to work within two business days, where feasible, after you notify the
Library of your readiness to return.
Before you will be allowed to return to work following a leave of absence or transfer, you must provide
your supervisor with a certification from your health care provider that you can perform safely all of the
essential duties of your position, with or without reasonable accommodation. If you do not provide
such a release prior to or upon reporting for work, you will be sent home until a release is provided.
This time before the release is provided will be unpaid.
You will be returned to the same position or duties upon the conclusion of your leave of absence or
transfer unless:
•
•
You would not otherwise have been employed in the same position at the time you request
reinstatement for legitimate business reasons unrelated to the leave of absence; or
Each means of preserving your job or duties would have substantially undermined the Library’s
ability to operate the business safely and efficiently.
If the Library cannot return you to your original job, it will offer you a comparable position provided that
one exists and is available. However, an employee will not be entitled to any greater right to
reinstatement than if that employee had not taken the leave. For example, if an employee would have
been laid off regardless of the leave, and there is no equivalent position available upon return from
leave, then the employee will not be entitled to reinstatement. Additionally, if the Library is unable to
keep the employee’s position open because to do so would undermine the safe and efficient operations
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of the Library, and if there is no equivalent position available at the time of the employee’s return,
reinstatement will be denied.
Failure to return to work at the conclusion of the leave of absence may result in termination of
employment.
Integration with Other Benefits
Pregnancy Disability Leaves of Absence are unpaid. You may elect to use accrued sick leave and/or
accrued vacation benefits during the unpaid leave of absence. However, use of paid time off will not
extend the available leave of absence time. Vacation and sick leave hours will not accrue during any
unpaid portion of the leave of absence, and you will not receive pay for official holidays that are
observed during your leave of absence except during those periods when you are substituting vacation
or sick leave for unpaid leave.
Employees should apply for California State Disability insurance (“SDI”) benefits. SDI forms are available
from the Library or your health care provider. Any SDI for which you are eligible will be integrated with
accrued vacation, sick leave, or other paid time off benefits so that you do not receive more than 100%
of your regular pay.
Benefits
The Library will maintain group health insurance coverage for the duration of pregnancy disability leave
up to a maximum of four months if such insurance was provided before the leave was taken and on the
same terms as if the employee had continued to work. The Library may recover premiums it paid to
maintain health coverage for an employee who fails to return to work following pregnancy disability
leave for reasons other than taking additional leave afforded under the California Family Rights Act (e.g.,
Bonding Leave) and the reason for not returning was within the employee’s control.
11.6 BEREAVEMENT LEAVE
Full-time employees who have completed their introductory period are eligible for up to three paid days
of absence for the death of an immediate family member. Part-time branch assistants and other parttime library employees in such circumstances will be eligible for one paid absence equal to that day’s
regularly scheduled hours.
Members of the immediate family include spouses, registered domestic partners, parents, including
registered domestic partners of parents, brothers, sisters, children, including registered domestic
partners of children, children of registered domestic partners, grandchildren, grandparents, parents-inlaw, stepparents, stepchildren, foster parents, foster children, and any person residing in employee’s
household at time of death.
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You should ask your supervisor for bereavement leave as soon as is reasonably possible to allow time to
arrange for substitute coverage. HR may request a death certificate or other satisfactory proof of the
death and the relationship of the decedent to justify the absence.
11.7 DISABILITY LEAVE
Full-time employees are eligible for an unpaid disability leave after completing their introductory period.
Disability leave due to non-occupational illness, injury or pregnancy-related disability cannot exceed
eight weeks.
Granting this leave prior to the completion of the introductory period or beyond the maximum period as
stated above may be required as a reasonable accommodation to an employee in accordance with the
Americans with Disabilities Act.
Employees requesting leave must provide written notice of the disability, including a doctor’s certificate
stating the nature of the disability and the expected date of return to work.
If you qualify for a leave under the Family and Medical Leave Act, the Library will continue to maintain
health benefits under the same terms and conditions applicable to employees not on leave. Otherwise,
the Library will offer medical and dental insurance coverage to employees on authorized disability for
eight weeks. During this time the employee will be responsible for paying her or his portion of the
monthly premiums. When the 8-week period expires, employees may continue medical and dental
insurance coverage by making payments through COBRA (see Section 13.11, COBRA).
When you are able to return to work, the Library will require a doctor’s certificate stating you are fit for
your normal duties. We may require a “fitness for duty exam” by a doctor of our choosing.
If the leave is covered by the Family and Medical Leave Act, the Library will return the employee to the
same or an equivalent position, consistent with our policy. Otherwise, the Library will return the
employee to the same or similar position she or he held prior to the disability leave, subject to the
Library’s staffing and business requirements. Continued absence from work beyond the disability, as
determined by your physician, will be deemed a voluntary termination of employment.
This leave may run concurrently with the Federal Family and Medical Leave Act or any other leave where
permitted by state and federal law.
11.8 JURY DUTY
All employees summoned for jury duty are granted paid leave in order to serve. Part-time employees
are paid in accordance with their regularly-scheduled work hours. It is the Employee’s responsibility to
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inquire with the court regarding their eligibility for jury payment and mileage. Employees of a
government entity that are provided with regular compensation and benefits during their jury service
may be prohibited from claiming jury payment and mileage by the court. However, if the employee is
eligible for jury payment, in order to receive their regular pay, the employee must deposit with the
Library any jury payment fees received from the Court.
Upon receipt of a jury summons, you should give a copy to your supervisor or a director in order to
provide as much advance notice as possible.
Employees must provide the Library with proof of jury service issued by the Court upon return.
Employees are expected to return to their job if they are excused from jury duty during regular working
hours.
11.9 LEAVE OF ABSENCE
Under special circumstances, full-time employees may be granted a leave of absence without pay, not to
exceed four weeks. The granting of this type of leave is normally for compelling reasons and is
dependent upon the written approval of the Executive Director. Unpaid time must be approved before
the leave is taken.
Leaves of absence are granted only after earned vacation and sick leave are exhausted. During a leave
of absence without pay, no benefits will accrue. The Library will continue to make its medical and dental
insurance coverage available to the employee, but the employee will be responsible for paying her or his
portion of the monthly premium(s).
The Library will make reasonable efforts to return employees to the same or similar job held prior to the
leave of absence, subject to the Library’s staffing and business requirements.
11.10 MILITARY LEAVE
Employees who are required to fulfill military obligations in any branch of the Armed Forces of the
United States or in state military service will be given the necessary time off and reinstated in
accordance with federal and state law.
The time off will be unpaid, except where federal or state law dictates otherwise. Exempt employees
may be provided time off with pay when necessary to comply with state and federal wage and hour
laws.
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Accrued vacation may be used for this leave if the employee chooses. Military orders should be
presented to the Executive Director and arrangements for leave made as early as possible before a
departure. Employees are required to give advance notice of their service obligations to the Library
unless military necessity makes this impossible. Notify the Executive Director of your intent to return to
employment based on requirements of the law. In accordance with state and federal law, benefits may
continue to accrue during the period of military leave.
Additional information regarding military leaves may be obtained from HR.
11.11 CIVIL AIR PATROL LEAVE
The Library will not discriminate against an employee for membership in the Civil Air Patrol.
Additionally, the Library will not retaliate against an employee for requesting or taking Civil Air Patrol
leave.
The Library will provide not less than ten days per year of leave but no more than three days at a time to
employees who are volunteer members of the California Wing of the Civil Air Patrol. Employees must
have been employed by the Library for at least 90 days immediately preceding the commencement of
leave, and must be duly directed and authorized by a political entity that has the authority to authorize
an emergency operational mission of the California Wing of the Civil Air Patrol.
Employees must request leave with as much notice as possible in order to respond to an emergency
operational mission of the California Wing of the Civil Air Patrol.
Leave under this policy is unpaid. An employee taking leave under this policy will not be required to
exhaust accrued vacation, personal leave, sick leave or any other type of accrued leave prior to taking
unpaid Civil Air Patrol Leave.
Following leave under this policy, an employee must return to work as soon as practicable and must
provide evidence of the satisfactory completion of civil air patrol service. If the employee complies with
these requirements, the employee will be restored to their prior position without loss of status, pay, or
other benefits
11.12 FAMILY MILITARY LEAVE
Employees who are spouses of certain military personnel may receive up to ten days of unpaid leave
during a qualified leave period. For purposes of this policy, a “qualified leave period” means the period
during which the individual is on leave from deployment during a period of military conflict.
An employee is eligible for leave under this policy if he or she:
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1. Is the spouse of a person who: (a) is a member of the Armed Forces of the United States who
has been deployed during a period of military conflict to an area designated as a combat theater
or combat zone by the President of the United States, or (b) is a member of the National Guard
or of the Reserves who has been deployed during a period of military conflict;
2. Works for an average of twenty or more hours per week;
3. Provides notice of his or her intention to take leave within two business days of receiving notice
that his or her spouse will be on leave from deployment; and
4. Submits written documentation certifying that their spouse will be on leave from deployment
during the time the leave is requested.
Military conflict means either a period of war declared by the United States Congress, or a period of
deployment for which a member of a reserve component is ordered to active duty either by the
Governor or the President of the United States.
Leave taken under this policy will not affect an employee’s right to any other benefits, although an
employee may elect to use accrued paid time off during the leave.
The Library will not discriminate against, or tolerate discrimination against, any employee who requests
and/or takes leave under this policy.
For more information, please contact your supervisor or HR.
11.13 VOTING LEAVE
The Library believes that every employee should have the opportunity to vote in any state or federal
general, primary, or special election. Any employee who does not have sufficient time outside of
working hours to vote in a statewide election may request up to two paid hours of leave in order to
vote. The time off must be at the beginning or end of the work shift and must be approved by the
employee’s supervisor in advance.
Notify your supervisor of the need for voting leave as soon as possible. Upon returning from voting
leave, employees should submit a voter’s receipt to their supervisor.
11.14 SCHOOL ACTIVITIES LEAVE
Pursuant to California law, employees are entitled to take up to 40 hours of leave per calendar year (but
no more than eight (8) hours in any calendar month) to participate in the activities of schools or licensed
child daycare facilities attended by their children. Non-exempt employees may use any accrued
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vacation time (to the extent available) for an absence for this purpose. If the amount of time taken for
this purpose exceeds the vacation time accrued by the non-exempt employee, the excess time will be
unpaid. In accordance with California law, the Library reserves the right to require an employee who
takes leave for this purpose to provide written verification from the school or daycare facility as proof
that the employee participated in school or daycare activities on the specific date and time requested.
If both parents of a child work for the Library, only one parent – the first to provide notice – may take
the time off, unless the Library approves both parents taking time off simultaneously.
You also may be granted time off to attend a school conference involving the possible suspension of
your child. Please contact your supervisor if time off is needed for this reason.
11.15 TIME OFF FOR BONE MARROW DONATION
Employees will be provided a leave of absence to undergo a medical procedure to donate bone marrow
to another person. The combined length of bone marrow leave may not exceed five business days in
any one-year period commencing on the first day of the leave. To qualify for this leave, the employee
must submit verification by a physician detailing that there is a medical necessity for the donation, as
well as the length of each leave requested. Employees must use earned sick/vacation concurrently with
this time off. If an employee does not have enough earned sick/vacation time to cover the leave, the
remaining days of leave will be with pay by the Library. Use of this leave will not be counted against any
available FMLA/CFRA time. This is also not considered a break in service for purposes of benefits or
seniority.
While on leave for bone marrow donation, the Library will maintain all group health insurance benefits
as if the employee were still at work.
In most circumstances, upon return from this leave, an employee will be reinstated to his/her original
job or to an equivalent job with equivalent pay, benefits, and other employment terms and conditions.
However, an employee has no greater right to reinstatement than if he/she did not take a leave. For
example, if an employee on leave for bone marrow donation would have been laid off had he/she not
taken a leave, or if the employee’s job is eliminated during the leave and no equivalent or comparable
job is available, then the employee would not be entitled to reinstatement.
11.16 TIME OFF FOR ORGAN DONATION
Employees will be provided a leave of absence to undergo a medical procedure to donate an organ to
another person. The combined length of the leaves may not exceed 30 business days in any one-year
period commencing on the first day of the leave. To qualify for this leave, the employee must submit
verification by a physician detailing that there is a medical necessity for the donation, as well as the
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length of each leave requested. If the leave is for ten business days or less, employees must use all
available vacation concurrently with this time off. If an employee does not have enough available
accrued vacation, then any remaining days of leave will be with pay by the Library. If the leave is more
than ten business days, employees must use their available vacation during the first ten business days,
and the remaining days of leave will be with pay by the Library. Use of this leave will not be counted
against any available FMLA/CFRA time. This is also not considered a break in continuous service for
purposes of benefits or seniority.
While on leave for organ donation, the Library will maintain all group health insurance benefits as if the
employee were still at work.
In most circumstances, upon return from this leave, an employee will be reinstated to his/her original
job or to an equivalent job with equivalent pay, benefits, and other employment terms and conditions.
However, an employee has no greater right to reinstatement than if he/she did not take a leave. For
example, if an employee on leave for organ donation would have been laid off had he/she not take a
leave, or if the employee’s job is eliminated during the leave and no equivalent or comparable job is
available, then the employee would not be entitled to reinstatement.
11.17 TIME OFF FOR DOMESTIC VIOLENCE VICTIMS
The Library will provide time off to any employee who is a victim of domestic violence and/or a victim of
sexual assault so that the employee may obtain or attempt to obtain relief and to help ensure the
health, safety, or welfare of the employee or the employee’s child. The relief that may be sought
includes, but is not limited to, a temporary restraining order, restraining order, or other injunctive relief.
When taking such leave, the employee should give the Library reasonable notice of the leave, unless
advance notice is not feasible. The Library also may require the employee to provide written verification
of the need for the time off, such as a police report, court order or documentation from a medical
professional, etc.
Additionally, an employee who is a victim of domestic violence and/or a victim of sexual assault may
take time off to attend to any of the following: (1) to seek medical attention for injuries caused by
domestic violence; (2) to obtain service from a domestic violence shelter, program, or rape crisis center;
(3) to obtain psychological counseling; and (4) to participate in safety planning and to take other actions
to increase safety from future domestic violence or sexual assault, including temporary or permanent
relocation.
Confidentiality of the situation, including the employee’s request for the time off, will be maintained to
the greatest extent possible. Employees may use accrued benefits, such as existing vacation time or
other accrued paid time off, in order to receive compensation during the time taken off from work.
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11.18 TIME OFF FOR VICTIMS OF CRIME
The Library prohibits discrimination against an employee who wishes to take time off from work for the
purpose of attending judicial proceedings related to certain crimes committed against the employee,
the employee’s immediate family member, the employee’s registered domestic partner, or a child of the
employee’s domestic partner. Employees are eligible to take time off for crimes including: a violent
felony, as defined in subdivision (c) of Section 667.5 of the Penal Code; a serious felony, as defined in
subdivision (c) of Section 1192.7 of the Penal Code; and a felony provision of law proscribing theft or
embezzlement.
Before an employee may be absent from work for this purpose, the employee must provide his or her
supervisor with a copy of the notice of each scheduled proceeding that is provided to the victim by the
agency responsible for providing notice, unless advance notice is not feasible. In the event that an
unscheduled judicial proceeding occurs, which requires your immediate absence, please alert your
supervisor before leaving Library premises. The Library may require that the employee provide
verification that the absence from work was due to attendance at the unscheduled judicial proceeding.
The types of verification the Library may require include documentation evidencing the judicial
proceeding from any of the following entities: the court or government agency setting the hearing; the
district attorney or prosecuting attorney's office; or the victim/witness office that is advocating on
behalf of the victim.
Confidentiality of the situation, including the employee’s request for the time off, will be maintained to
the greatest extent possible if an employee requests time off for these reasons. Employees may use
accrued benefits, such as existing vacation time or other accrued paid time off, in order to receive
compensation during the time taken off from work.
For purposes of this policy, immediate family member is defined as an employee’s spouse, child,
stepchild, brother, stepbrother, sister, stepsister, mother, stepmother, father, or stepfather.
11.19 TIME OFF FOR VOLUNTEER FIREFIGHTERS, RESERVE PEACE OFFICERS OR EMERGENCY RESCUE PERSONNEL
If you are a registered volunteer firefighter, reserve peace officer, or emergency rescue personnel who
intends to perform emergency duty during work hours, please alert your supervisor so the Library is
aware of the fact that the employee may have to take time off to perform emergency duty. In the event
any employee needs to take time off for this type of emergency duty, a supervisor must be notified
before leaving work. All time off for these purposes is unpaid.
Registered volunteer firefighters, reserve peace officers or emergency rescue personnel are eligible to
take temporary unpaid leaves of absence for fire or law enforcement training not to exceed fourteen
days per calendar year.
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11.20 TIME OFF FOR ADULT LITERACY PROGRAMS
The Library will make reasonable accommodations for any employee who reveals a literacy problem and
requests that the Library assist him or her in enrolling in an adult literacy program, unless undue
hardship to the Library would result. The Library will also assist employees who wish to seek literacy
education training by providing employees a list of locations of local literacy programs.
The Library will take reasonable steps to safeguard the privacy of any employee who identifies himself
or herself as an individual with a literacy problem. An employee who wishes to identify himself or
herself as such an individual can contact HR directly. Individuals who are performing satisfactorily will
not be subject to discriminatory action due to disclosing literacy problems.
While the Library encourages employees to improve their literacy skills, the Library will not reimburse
employees for the costs incurred in attending a literacy program.
12.
12. ATTENDANCE, WAGE & HOURS, AND COMPENSATION
Definitions
As used in Section 12, the terms in quotations have the meanings indicated:
•
•
“Non-Exempt Employees.” Non-exempt employees are entitled to overtime pay as required by
applicable federal and state law.
“Exempt Employees.” Pursuant to applicable federal and state laws, exempt employees are not
entitled to overtime pay, and are not subject to certain deductions to their bi-weekly pay under
the Library’s policies. State and federal laws may apply when appropriate.
Upon hire, employees will be notified of their employment status.
12.1 PROMOTIONS AND TRANSFERS
Career advancement is rewarding for both the employee and the Library. Job openings may be posted
in-house or through e-mail prior to, or at the same time as, posting externally. Your supervisor and HR
are available for discussion of promotion and transfer opportunities.
12.2 ATTENDANCE AND PUNCTUALITY
Attendance and punctuality are important to your success at the Library. You are expected to be
conscientious about your attendance and punctuality at work. The success of your unit depends on the
contributions of each team member; when you are not working, it places an extra burden on your team.
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Regular and dependable attendance is an essential function of your job. If you are going to be unable to
work a scheduled shift due or will be more than 15 minutes late, call the Employee Absence Reporting
Service (“EARS”) (213-784-7373) at least 30 minutes in advance of your reporting time. EARS will allow
you to leave a message for your supervisor.
Scheduled absences
Scheduled absences are those for which you obtain approval from your supervisor either before the
actual absence or on the day of the absence. Scheduling in advance allows your supervisor to
appropriately plan for your time off. If possible, personal issues requiring time away from work, such as
a doctor’s appointment, should be scheduled during non-working hours.
Unscheduled absences
Unscheduled absences are those for which you do not receive prior approval from your supervisor.
Such absences place a burden on your coworkers and may cause service and efficiency to suffer. For
this reason, even if these absences are covered by vacation and you report them to your supervisor in a
timely manner, they can be grounds for corrective action, up to and including termination of your
employment.
Examples include but are not limited to:
•
•
Failure to report to work for days that were requested as time off but denied by your supervisor.
Exhausting available vacation and not receiving management approval for additional unpaid
time off before the date of the absence.
Of course, occasionally you may be ill, injured, or unable to work because of an illness in your immediate
family or other personal emergency. If you’re going to be late for work or absent, contact your
supervisor as soon as possible — no later than your normal starting time that day or in accordance with
your team's stated work rules. You must make every effort to reach your supervisor personally.
Absences protected under federal, state, or local laws are not subject to performance counseling and
corrective action.
Excessive absences
Excessive absences or tardiness are grounds for corrective action, up to and including termination of
your employment.
Job abandonment
If you are absent from work without notifying your supervisor for three or more consecutive scheduled
work days, you will be considered to have abandoned your job. The same is true if you notify your
supervisor that you no longer have an intent to continue employment with the Library and subsequently
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fail to report to work for three or more consecutive scheduled business days, or if you don’t contact
your supervisor when you’re available for work at the end of an approved leave of absence . If you
abandon your job you will not be eligible for rehire by the Library.
12.3 WORKWEEK
The standard work week for regular full-time employees is 40 hours.
The Library establishes the time and duration of working hours as required by workload and workflow,
customer service needs, the efficient management of employees, and any applicable law or bargaining
agreement.
•
•
•
The Library’s normal workweek is from 8:30 a.m. to 6:00 p.m., Monday through Friday and 9:00
a.m. to 5:00 p.m. on Saturday. Different work schedules may be established by the Library to
meet job assignments and provide necessary services.
Your scheduled work hours will be determined by your supervisor. Schedules may be adjusted
to accommodate Library service needs.
If we require and authorize your attendance at lectures, meetings and training programs, we will
consider such attendance as compensable hours of work. No attendance will be sanctioned for
more than 40 hours per work week.
For payroll purposes, the workweek starts at 12:01 a.m. on Saturday and ends at midnight on Friday.
12.4 OVERTIME
Non-exempt employees may not work overtime without the Executive Director’s prior approval. For the
purposes of overtime compensation, only hours worked in excess of 40 during a workweek will be
counted. If the overtime is approved, your supervisor may direct you to offset time in excess of your 8hour workday by taking an equivalent amount of time off within the 40-hour work week. Otherwise,
you will be paid for the overtime at 1.5 times your regular pay.
There may be times when the Library will want employees to work overtime to properly serve its users.
Although it will be given whenever possible, advance notice is not always possible. Represented
employees are covered by the overtime provision set out in the MOU. The Library expects other exempt
employees will work as needed. All other non-exempt employees must have overtime approved in
advance by the Executive Director.
Represented employees should refer to their MOU for rights regarding overtime.
12.5 ATTENDANCE RECORDKEEPING
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Each workday, employees are required to enter and submit their attendance. The Library uses
Empower, a web-based attendance tracking system. Non-exempt employees must enter their time in
for the day, out for lunch, back from lunch, and out for the day.
The Library uses a rounding timekeeping system usually referred to as the “7/8 rule” or the “15 minute
rule.” With quarter hour rounding, the timekeeping system rounds and calculates punches from nearest
quarter of an hour, with the split occurring in the middle of each quarter hour.
To illustrate:
7 minutes 59 seconds rounds back
8 minutes 00 seconds rounds forward
Example:
A punch at 8:52 am would calculate as 8:45 am
A punch at 8:53 am would calculate as 9:00 am
9:07 pays back to 9:00
9:10 pays forward to 9:15
Combined example:
8:53 to 9:07 pays to 9:00
9:08 to 9:22 pays to 9:15
9:23 to 9:37 pays to 9:30
9:38 to 9:52 pays to 9:45
While a grace period is provided in this type of a system in which an Employee can report to work up to
seven (7) minutes late without being docked pay, regular punctuality is still expected of all Employees.
Even though an Employee will receive a full day’s pay for being no more than seven (7) minutes late, the
Employee will be considered tardy by their supervisor and may be subject to discipline. The same is true
in the reverse. Even though an Employee will receive a full day’s pay for leaving no more than seven (7)
minutes early, the Employee will be considered to have left early and not completed their full workday.
Each supervisor is required to review and approve the time records for the Employees reporting to them
before submitting the time records for payroll processing.
Exempt employees need only enter their hours each day.
Employees request time off for vacation and other forms of leave through Empower’s “time off request”
feature. At the end of each 2-week pay period, employees should submit their electronic timecard to
their supervisor for approval.
12.6 LOCATION DURING WORKING HOURS
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The Library should know your location at all times during working hours. Your supervisor will keep a
record of your assignments, and should be notified of your location both inside and outside the Library
during working hours. Employees should use appropriate unit white-boards as a means of identifying
where in the building they are working at any particular time. Online calendars as well as whiteboards
can also be used to identify off-site meetings or assignments.
12.7 LUNCH
The Library provides all Non-Exempt full-time employees who work more than a five (5) hour workday
an uninterrupted 45 minute meal period each day. The meal period must begin no later than the end of
the fifth hour of work. Non-Exempt part-time employees who work more than a five (5) hour workday
are provided with an uninterrupted meal period of at least thirty (30) minutes.
All Non-Exempt employees are required to record the beginning and ending time of their meal period
each workday. Check with your supervisor regarding your meal period schedule.
Non-Exempt employees working more than a ten (10) hour workday are provided a second meal period
of at least thirty (30) minutes. Employees should begin the second meal period no later than the end of
the 10th hour whenever an employee works that many hours in a workday.
During their meal periods, employees will be relieved of all work responsibilities. At no time may any
Non-Exempt employee perform off-the-clock work or otherwise alter, falsify, or manipulate any aspect
of their timekeeping records to inaccurately reflect or hide meal periods.
Please note that no Library manager or supervisor is authorized to instruct an employee how to spend
his or her personal time during a meal period. Supervisors are not authorized or allowed to instruct an
employee to skip a meal period. Employees should immediately report a manager or supervisor’s
instruction to skip or work during a meal period to the Executive Director.
Waiver of Meal Period. Employees may waive their meal period by written agreement and only under
the following circumstances:
1. If an employee will complete their work day in six (6) hours, the employee may waive their meal
period. Any time an employee elects to waive a meal period under this circumstance, the
employee must submit a written request and receive prior written authorization from their
supervisor.
2. Employees who work over ten (10) hours in a day may waive their second meal period only if
they take their first meal period and they do not work more than twelve (12) hours that day.
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Employees working over twelve (12) hours in a workday may not waive the second meal period.
Any time an employee elects to waive a second meal period the employee must submit a
written request and receive prior written authorization from their supervisor.
Non-Exempt employees may not waive meal or rest periods to shorten their workday. Employees may
not combine meal or rest periods.
Represented employees should refer to their MOU for rights regarding unpaid meal periods.
12.8 BREAKS
The Library provides all employees with the opportunity to take a fifteen(15) minute paid rest period for
every four (4) hours worked, which should be taken so far as practicable in the middle of each work
period.
12.9 PAYDAY
Employees are paid every two weeks on Friday for the period that ends the week prior to payday. When
payday falls on a holiday, employees are normally paid on the last working day before the holiday.
Payment may be requested by automatic deposit. Pay statement information is also available through
ADP’s iPayStatements (https://ipay.adp.com/iPay/login.jsf). You should review your pay statement for
accuracy and promptly report errors to your supervisor or the payroll unit.
12.10 PAY DEDUCTIONS
The Library is required by law to make certain deductions from your paycheck each pay period. Such
deductions typically include federal and state taxes and Social Security (FICA) taxes. Depending on the
benefits offered by the Library and selected by the employee, additional deductions may be withheld.
Each deduction as well as the amount of the deduction is listed on your pay statement, both for the pay
period and the year-to-date. Certain deductions are totaled each year on your Form W-2, Wage and Tax
Statement.
The Library may make deductions from employees’ salaries in a way that is permitted under federal and
state wage and hour rules. You will be reimbursed in full for any inadvertent or improper deductions, as
defined by law.
12.11 GARNISHMENTS
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If your wages are garnished by a court order, the Library is legally bound to withhold from your
paycheck the amount indicated in the garnishment order. The Library will honor federal and state
guidelines that protect a certain amount of income from being subject to garnishment.
12.12 NO PAY ADVANCES
Pay advances will not be granted.
13.
13. BENEFITS
The Library offers a comprehensive employee benefit program adding considerable value to the
employee compensation package.
A summary of benefits may be found below. Refer to plan documents and descriptions for answers to
specific benefits questions. Those documents are controlling.
Except for benefits affecting employees represented by the MOU, the Library reserves the right to
modify its benefits at any time.
13.1 RETIREMENT PLAN
The Library participates in the CalPERS Retirement Plan, a defined benefit plan. This plan is designed to
be used in combination with your Social Security benefits and personal resources to provide income
upon retirement.
Full-time employees are eligible to enroll in the CalPERS Retirement Plan. Participation begins in the
first full month following enrollment or as defined by Public Employees' Pension Reform Act of 2013
(PEPRA). A mandatory contribution, equal to a percentage of each employee’s salary, is deducted and
deposited with CalPERS. As required by CalPERS, the Library will also make a contribution, equal to a
percentage of each participating employee’s salary, into the employee’s CalPERS account.
Part-time branch assistants and other part-time library employees are not eligible for the CalPERS
retirement plan coverage.
Employees can obtain a copy of the Summary Plan Description from HR. The description contains the
details of the plan including eligibility and benefit provisions. In the event of a conflict in the description
of any plan, the official plan documents, which are available for your review, shall govern. Questions
regarding this plan should be directed to CalPERS (www.calpers.ca.gov) (888-225-7377).
13.2 SOCIAL SECURITY
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All the Library employees participate in the Social Security Program. This program is intended to provide
you with retirement benefit payments and medical coverage once you reach retirement age. During
your employment, both you and the Library contribute funds to the federal government to support the
Social Security Program.
13.3 HEALTH INSURANCE
The Library participates in CalPERS Health Plan. Full-time Employees will be eligible to enroll in medical
benefits the 1st of the month following 30 60 days from their date of hire. If the employee fails to enroll
during their initial eligibility period, they may still elect coverage within 60 days from their date of hire
and cCoverage will become effective the 1st of the month following the date the application is received.
For all other health benefits offered, full-time employees will be eligible for benefits the 1st of the month
following 90 days from their date of hire. Employees will be provided with information about insurance
coverage options upon hire.
For eligible employees, the Library will pay up to the full cost of the 2011 premium of the highest
CalALPERS LA Region Group Health HMO plan offered and one half (50%) of the cost of any increase to
that plan premium. In addition, the Library will pay up to one half (50%) of the cost of 2011 premiums
of the highest CalPERS LA Region Group Health Insurance HMO plan for dependents, plus one half (50%)
of the cost of any increase to dependent premiums for that plan. The employee is responsible for
paying the balance through payroll deduction.
For part-time branch assistants, the Library contributes one half (50%) of the cost of 2011 premiums of
the highest CalPERS LA Region Group Health Insurance HMO plan for single coverage. The Library does
not contribute toward dependent or family coverage for part-time branch assistants.
Other part-time library employees are not eligible for medical insurance coverage unless they meet the
eligibility requirements as defined by the Patient Protection and Affordable Care Act (PPACA).
Information and enrollment forms, as well as booklets containing details of the CalPERS Health Plan may
be obtained from HR. Refer to the actual plan document and description if you have specific questions
regarding this benefit plan. Those documents are controlling.
Employees may adjust coverage during CalPERS’ designated open enrollment periods or upon a change
in family status. Family status changes include marriage, divorce, death of a spouse or child, birth or
adoption of a child, dependent reaching the age of 26 or termination of employment of your spouse or
registered domestic partner. However, employees may only change plans during open enrollment or
when a valid change of address occurs.
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Upon separation from the Library, employees may be entitled to continuation or conversion of the
group medical insurance plan in accordance with the terms of the policy or applicable state and federal
law. Eligible dependents enrolled at the time of separation may also be entitled to continuation or
conversion of the group health insurance plan in accordance with the terms of the policy or applicable
state and federal law. For more information see Section 13.11, COBRA or contact HR.
13.4 DENTAL INSURANCE
The Library provides a dental insurance plan. For full-time employees, the Library contributes the full
cost of single coverage. In addition, for full-time employees, the Library contributes one-half the cost of
dependent or family coverage. Employees are responsible for paying the balance through payroll
deductionss. Coverage eligibility begins at the completion of the introductory period.
Part-time branch assistants and other part-time library employees are not eligible for dental insurance
coverage.
Information and enrollment forms, as well as booklets containing details of the dental plan may be
obtained from the HR. Refer to the actual plan document and summary plan description. Those
Employees may adjust coverage during open enrollment periods or upon a change in family status. The
open enrollment period is in July. Family status changes include marriage, divorce, death of a spouse or
child, birth or adoption of a child, dependent reaching the age of 26or termination of employment of
your spouse or registered domestic partner. However, employees may only change plans during open
enrollment or when a valid change of address occurs.
group dental insurance plan in accordance with the terms of the policy or applicable state and federal
state and federal law. For more information see Section 13.11, COBRA below or contact HR.
13.5 VISION INSURANCE
The Library provides a vision insurance plan. For full-time employees, the Library will contribute the full
cost of single coverage. In addition, for full-time employees, the Library contributes one-half the cost of
dependent or family coverage. Employees are responsible for paying the balance through payroll
deductions. Coverage eligibility begins at the completion of the introductory period.
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Part-time branch assistants and other part-time library employees are not eligible for vision insurance
coverage.
Information and enrollment forms, as well as booklets containing details of the vision plan may be
obtained from the HR. Refer to the actual plan document and summary plan description. Those
Employees may adjust coverage during open enrollment periods or upon a change in family status. The
open enrollment period is in July. Family status changes include marriage, divorce, death of a spouse or
child, birth or adoption of a child dependent reaching the age of 26 or termination of employment of
your spouse or registered domestic partner. However, employees may only change plans during open
enrollment or when a valid change of address occurs.
group dental insurance plan in accordance with the terms of the policy or applicable state and federal
state and federal law. For more information see Section 13.11, COBRA below or contact HR.
13.6 SECTION CALPERS SUPPLEMENTAL 457 DEFERRED COMPENSATIONINCOME 457 PLAN
FFull-time employees are eligible to participate in the CalPERS Supplemental Income 457 Plan457
Deferred Compensation Plan. The Plan is a voluntary savings program that allows employees to defer an
amount, subject to annual limits, from your paycheck on a pre-tax basis.This pre-tax program enables
you to allocate a portion of your salary in CalPERS investment options. The 457 Deferred Compensation
Plan is a voluntary program and is not funded in any part by the Library. Designated allocations will be
deducted from your gross pay prior to the deduction of taxes and Social Security withholdings. This
voluntary program is not funded in any part by the Library
Following the introductory period, eEmployees may enroll, adjust or discontinue making contributions
coverage several times throughout the year.
Part-time branch assistants and other part-time library employees are not eligible for the Deferred
CompensationSupplemental Income 457 Plan.
For more information, contact HR.
13.7 SECTION 125 PLAN OR FLEXIBLE SPENDING ACCOUNT
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Full-time employees of the Library are eligible to participate in a pre-tax contribution option known as a
Section 125 plan or Flexible Spending Account (“FSA”).
FSA allows you to make contributions into an account that may be used to reimburse you for medical
insurance, dental insurance, vision care and out-of-pocket medical expenses or dependent care
expenses on a “before tax” basis. Your qualified contribution will be deducted from your gross pay prior
to the deduction of taxes and Social Security withholdings.
To participate, you must complete an election form available from HR. Open enrollment is upon hire
and for a 30-day period during December (to be effective January 1).
Part-time branch assistants and other part-time library employees are not eligible for the Section 125
Plan.
Once you are enrolled, you may not make any changes to your contributions until the next open
enrollment period, unless there is a change in family status or you become eligible for a special
enrollment period due to a loss of coverage. Family status changes include marriage, divorce, death of a
spouse or child, birth or adoption of a child, dependent reaching the age of 26 or termination of
employment of your spouse or registered domestic partner.
13.8 LIFE INSURANCE
The Library provides a $25,000 life insurance policy for full-time employees, the cost of which is fully
paid by the Library. The Policy becomes effective following the introductory period. Employees may
purchase additional insurance coverage..
Employees must complete an insurance form and designate beneficiaries. Employees may change
designated beneficiaries once per year unless your family status changes. Family status changes include
marriage, divorce, death of a spouse or child, birth or adoption of a child or termination of employment
of your spouse or registered domestic partner.
Part-time branch assistants and other part-time library employees are not eligible for life insurance
coverage.
Complete details of this plan may be obtained from HR.
13.9 DISABILITY INSURANCE
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The Library participates in the California’s state disability insurance program (“SDI”). Premiums for this
insurance program are deducted from employees’ pay beginning at the start of employment. Plan
details and SDI forms are available from HR.
The Library provides a long-term disability insurance program for full-time employees. The premiums
for these insurance programs are fully paid by the Library.
Long-term disability insurance provides eligible employees with a continual source of income in the
event of disability for an extended period. This benefit is calculated as a percentage of salary.
13.10 FAMILY TEMPORARY DISABILITY INSURANCE (PAID FAMILY LEAVE BENEFITS)
Employees are covered by California’s Paid Family Leave (PFL) benefit. The PFL fund is administered by
the California Employment Development Department (“EDD”), not the Library, which means that
employees must apply to the EDD to receive this benefit. Through the PFL fund, the EDD will provide
eligible employees with a wage supplement for a maximum of six weeks within a twelve-month period.
PFL benefits may be available from the EDD for a leave of absence for the following:
1. For the birth or placement of a child, as defined by the PFL law, for adoption or foster care
within one year of the birth or placement of the child; or
2. To care for an immediate family member (sibling, spouse, registered domestic partner, child or
grandchild, parent, parent-in-law or grandparent as defined by the PFL law) who is seriously ill
and requires care.
PFL benefits will be coordinated with an otherwise authorized leave of absence. In such circumstances,
the use of PFL benefits and/or paid time off during the leave period will not extend the length of the
leave beyond what is required by applicable law and/or Library policy. Employee benefits do not accrue
during a leave of absence unless otherwise required by law or by applicable Library policies.
13.11 WORKERS’ COMPENSATION
On-the-job injuries and illnesses are covered by the Library Workers’ Compensation insurance policy. If
you are injured on the job, no matter how slightly, report the incident immediately to your supervisor or
HR. Consistent with applicable state law, failure to report an injury within a reasonable period of time
could jeopardize your claim.
As a result of a Workers’ Compensation injury, the Library will attempt to provide a reasonable
accommodation that is medically necessary, feasible and does not impose an undue hardship on the
Library as prescribed by applicable federal, state or local law.
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We request your assistance in alerting management to any condition that could lead or contribute to an
employee accident. Please report any such work conditions to HR immediately.
13.12 COBRA
Employees and their covered dependents may continue medical and dental benefits for up to 18, 29 or
36 months under the provisions of the Consolidated Omnibus Budget Reconciliation Act (“COBRA”)
when group health coverage for you and your covered dependents would otherwise end due to your
death or because:
•
•
•
•
•
Your employment terminates, for a reason other than gross misconduct;
Your employment status changes due to a reduction in hours;
Your child ceases to be a “dependent child” under the terms of the medical and dental plan;
You become divorced or legally separated; or
You become entitled to Medicare.
HR will notify eligible individuals of their right to elect COBRA continuation coverage. In the event of
divorce, legal separation, or a child’s loss of dependent status, you or a family member must notify HR
within 60 days of the event. The Library’s third party administrator will supply the documents to apply
for COBRA coverage.
13.13 PARKING AND TRANSPORTATION ALLOWANCE
On-site parking facilities are available at no charge to employees assigned to the main Library.
Employees are allowed to park in the lower garage. Parking is on a first-come, first-served basis.
Executive team staff may be assigned a parking space in the upper garage.
The Library disclaims liability for loss, damage or theft of your vehicle. You should always lock your
vehicle and remove or secure valuables.
To encourage employees to use alternatives to automobiles, the Library offers a 50% transportation
allowance to those who purchase a monthly pass for any recognized form of public transportation such
as Metrolink, Metro Rail, Metro buses and Foothill Transit.
You must participate for six consecutive months to qualify for reimbursement. Employees may enroll
upon hire, during an open enrollment period, or upon a change in job status. Open enrollment is held
each June 15-30 and December 15-31. To receive reimbursement, you must supply transit cost receipts
for the six-month period ending June 30 and December 31. Newly hired employees are reimbursed
from their date of hire.
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For employees who participate in the Transportation Allowance program but find it necessary on
occasion to drive to work, a parking space on the lower level is available on a first come, first served
basis.
Should the Library enter into an agreement with a public transportation agency, e.g., MTA, Metrorail,
etc., employees will be required to participate in accordance with the relevant terms and conditions.
14.
14. HR RECORDS
14.1 CONFIDENTIALITY OF EMPLOYEE RECORDS
Records relating to an individual who is or was employed by the Library as a full-time, part-time or
temporary employee are confidential. The Library will not disclose personal employee information to
any person, entity, or governmental agency without the consent of the employee involved, except as
specifically required by law.
The Library will only collect personal information that is required to pursue its business operations and
to comply with government reporting and disclosure requirements. Personal information collected by
the Library includes employee names, addresses, telephone numbers, e-mail addresses, emergency
contact information, EEO data, social security numbers, date of birth, employment eligibility data,
benefits plan enrollment information (which may include dependent personal information), and
school/college or certification credentials. All pre-employment inquiry information and reference
checking records conducted on employees and former employee are maintained in a locked, segregated
area. Only those individuals who have a demonstrated need for the personal employee information will
be provided access.
Personal employee information used in business system applications will be safeguarded under
proprietary electronic transmission, the Library policies and security measures. Participants in Library
benefit plans should be aware that personal information will be shared with plan providers as required
for their recordkeeping or claims needs.
Library-assigned information, which may include organizational charts, unit titles and staff charts, job
titles, unit budgets, Library coding and recording systems, telephone directories, e-mail lists, Library
facility or location information and addresses, is considered by the Library to be proprietary Library
information to be used for internal purposes only. The Library maintains the right to communicate and
distribute such Library information as it deems necessary to conduct business operations.
If you become aware of a material breach in the confidentiality of your personal information, you should
report the incident to HR, which has the responsibility to investigate the incident and take appropriate
action, including discipline. Please be aware that a standard of reasonableness will apply in these
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circumstances. Examples of the release of personal employee information that will not be considered a
breach include the following:
•
•
•
•
•
Release of partial employee birth dates, i.e., day and month is not considered confidential and
will be shared with supervisors who elect to recognize employees on such dates.
Personal telephone numbers or e-mail addresses may be distributed to supervisors to facilitate
work scheduling or business operations.
Employee identifier information used in salary or budget planning, performance reviews and
attendance recordkeeping may be shared with supervisors.
Employee’s anniversary or service recognition information may be periodically distributed to
appropriate supervisors.
Employee and dependent information may be distributed in accordance with open enrollment
processes for periodic benefit plan changes or periodic benefits statement updates.
14.2 EMPLOYEE RECORDS
HR retains and destroys personnel records in accordance with the Library policies and both federal and
state laws governing records retention.
HR maintains both employee record information and government compliance reports, and both are
subject to the retention requirements and destruction policies set forth in the Library’s record retention
policies.
Government compliance reports are maintained in reverse chronological sequence and filed
independently of employee information.
All personnel records and confidential employee data maintained by HR will be destroyed by shredding
after retention dates have passed. This pertains to all personnel records, not just those governed by the
Fair and Accurate Credit Transactions Act. Application materials submitted by applicants for
employment who were never employed will also be shredded. Personnel records and confidential
employee data will not be discarded, except when shredding is required, and any employee found
negligent in protecting these records will be subject to discipline.
Personnel records include electronic as well as paper records. HR will work with the Technology Unit
periodically, but no less than twice annually, to review and ensure that HR’s electronic records relating
to employee information and compliance reports are properly purged.
14.3 PRIVACY OF SOCIAL SECURITY NUMBERS
It is the policy of the Library to protect the confidentiality of Social Security numbers obtained from its
employees and applicants and used in the course of business. Violations of this policy will incur
discipline including termination.
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Social Security numbers will be collected from applicants and employees as required in order to meet
federal or state reporting requirements:
•
•
•
•
•
To conduct pre-employment background checks.
To verify eligibility for employment.
To withhold federal and state taxes.
To comply with state new-hire reporting.
To facilitate enrollment in company benefits plans.
Use of Numbers: Except for verification and reporting uses for the above-referenced reasons, no Social
Security number or portion of a Social Security number will be used in the conduct of the Library’s
business.
Storage of and Access to Numbers: All documents containing Social Security numbers shall be stored in
locked secured areas. All computer applications containing Social Security numbers shall be maintained
only on secured, authorized-access computers.
Only persons who have a legitimate business reason will have access to Social Security numbers.
Destruction of Numbers — Records that include Social Security numbers will be maintained in
accordance with federal and state laws. When such documents are released for destruction, the records
will be destroyed by shredding.
15.
15. CONTACT WITH THE MEDIA
To ensure that the Library’s media responses are accurate, thoughtful, and consistent with our
communications strategy, we have a process in place for responding to reporters and other
representatives of the news media. Most often media representatives contact the Communications
Unit, but sometimes a reporter may contact an employee directly. If that happens, it's important that
you first contact the Communications Unit to help manage the response.
Only the Executive Director or Director of Communications may make or approve public statements
pertaining to the Library or its operations. Unless specifically designated by the Executive Director, no
employee should make public statements.
16. MISCELLANEOUS
16.1 DRIVER’S LICENSE AND DRIVING RECORD
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Employees in positions where the operation of a motor vehicle is an essential duty of the position must
possess a valid driver’s license and maintain a driving record acceptable to our insurer. The Library will
verify driving license status and driving records annually. It will collect such information in compliance
with the Driver Privacy Protection Act. You must report changes in driving record to your supervisor
immediately. Violations of this policy may result in immediate termination of your employment.
The Library advocates safe and responsible driving habits including adherence to traffic laws, speed
limits, the use of seat belts, and avoidance of such driver distractions as cell phones and other hand-held
electronic devices. You are prohibited from sending or reading text messages, email, or any similar
electronic communication while operating a motor vehicle on Library business.
This policy specifically does not require any employee to use a cell phone while driving. The Library
disclaims all responsibility and liability for traffic violations resulting from employees’ use of cell phones
while driving.
16.2 SERVICE ANIMALS
In compliance with federal, state and local law, service animals are not subject to the Library’s “No Pet”
policy and are permitted to be used at work by employees with disabilities, unless the animal’s presence
creates an undue hardship for the Library’s normal business operations.
Under the Americans with Disabilities Act (ADA), a service animal is any guide dog, signal dog, or other
animal individually trained to provide assistance to an individual with a disability.
Animals that meet the definition of this policy are considered service animals whether or not they have
been licensed or certified by a state or local government.
A service animal must be supervised and the handler must retain full control of the animal at all times.
If a service animal becomes unruly or disruptive (barking, jumping on or biting or sniffing
users/employees; urinating or defecating in the Library; etc.) and the handler cannot control the service
animal, the Library may ask that the employee and animal leave the premises. Management also may
ask the handler to clean up any waste created by the service animal.
If the improper behavior continues or happens repeatedly, the Library reserves the right to bar the
service animal from the workplace until significant steps have been taken to mitigate behavior, including
retraining. The service animal’s handler is responsible for all costs related to damages created by the
service animal, including fees for clean-up and disposal of animal waste and property damage.
16.3 OUTSIDE EMPLOYMENT
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Employees are permitted to engage in outside work, including consulting, subject to certain restrictions
as outlined below.
•
•
•
•
•
Prior to a Library employee engaging in outside employment, the employee must disclose the
proposed employment including: employer, position, hours and eligibility and status with
CalPERS.
Activities and conduct away from the job must not compete with, conflict with or compromise
the Library’s interests or adversely affect job performance and the ability to fulfill all job
responsibilities. Employees are prohibited from performing on a private basis and outside the
parameters of their Library jobs any services for Library users that are normally performed by
the Library. This prohibition also extends to the unauthorized use of books, materials, tools or
equipment. Employees are not to solicit or conduct any outside business during business hours.
Employees are cautioned to carefully consider the demands that additional work activity will
impose before accepting outside employment. Outside employment will not be considered an
acceptable excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to
travel or refusal to work overtime or different hours. If outside work activity causes or
contributes to job-related problems, it must be discontinued, and, if necessary, normal
disciplinary procedures will be followed to deal with the specific problem.
In evaluating outside work, the Library will consider whether the proposed employment:
o May reduce the employee’s efficiency and effectiveness in working for the Library.
o Involves working for an organization that does a significant amount of business with the
Library, such as major contractors, suppliers and customers.
o Negatively affects the Library’s business operations.
o May adversely affect the Library’s image.
Employees who have accepted outside employment may use vacation time but may not use
paid sick leave to work on the outside job. Fraudulent use of sick leave will result in disciplinary
action up to and including termination.
16.4 SOLICITATIONS AND DISTRIBUTIONS
Oral solicitations and distributions of information or materials on the Library’s premises are restricted.
Other than for the Library’s business purposes:
• Employees are not to solicit during their working time or the working time of the person being
solicited. Working time does not include time such as before or after a work shift, breaks and
lunch periods.
• Employees should not to distribute or receive information or materials during their working
time or in working areas. Working areas are where the performance of job duties is expected.
As a general rule, working areas do not include the lounge, lunch room, parking lots, and
restrooms.
Without the Executive Director’s prior approval:
• Library assets such as stationery, meeting rooms, the intranet, bulletin boards, email,
telephones, computers, copiers and handheld electronic devices are not to be used for purposes
other than the Library’s business.
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•
•
Library employees are not to engage in commercial, faith-based, charitable, political or civic
solicitations or distributions while on Library premises.
Individuals or organizations have no right to enter the Library’s premises at any time to solicit or
distribute information/materials.
16.5 OFFICE SUPPLIES
The Library maintains a stock of basic office supplies such as pens, paper clips, staples, note pads, etc.,
used on a daily basis by employees. All office supplies are located in central storage and can be
obtained from Administrative Services staff.
If you need additional items not regularly stocked, please speak to your supervisor or unit director to
place a special order.
Office supplies are for business use only and should not be removed from the office for non-business
use.
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MEMORANDUM
DATE:
January 21, 2015
TO:
FROM:
RE:
Approval of Cal Humanities Grant for Oral History Project
SUMMARY
LA Law Library has been awarded a grant in the amount of $9,897 from Cal Humanities
www.calhum.org, the statewide non-profit partner of the National Endowment for the
Humanities, to create and produce an oral history project to showcase the personal
stories of Los Angeles lawyers and judges. This staff report is intended to convey the
good news, familiarize the Board with the project and seek approval to execute the
grant funding agreement
THE PROJECT
The summary project description as presented in the detailed grant application is:
“Opening the Door: Personal Stories of Groundbreaking Los Angeles Lawyers
and Judges”
This project focuses on sharing the stories of individuals who have overcome
significant barriers to achieve success. These stories will be shared with the Los
Angeles community, with a special focus on students, to inspire them to
surmount societal obstacles and spark an engaged dialogue about current and
future impediments to educational and career achievement and success. LA Law
Library will create an oral history of personal stories of local judges and lawyers
who have triumphed despite obstacles related to their gender, ethnicity or
socioeconomic status which will be compiled into a short video. An exhibit
highlighting issues within the stories will be created from story sharers' personal
artifacts and items from the Library’s legal history collection. A program
developed for high school students and a panel discussion for the community
will be created so participants can hear these stories first-hand, meet the story
sharers, and engage in a dialogue about future barriers which society may face.
More complete interview footage will be made available on the Law Library’s
website. It is our hope that hearing and seeing these stories come alive will
inspire individuals to overcome whatever barriers they face in order to make a
difference in society.
01/21/2015
Approval of Cal Humanities Grant for Oral History Project
Page 2
This project emphasizes the theme of adversity in order to inspire youth to follow their
dreams, no matter what the obstacle. It also gives LA Law Library the opportunity to
engage in discussion and solicit nominations and participation from local law firms,
agencies and courts to identify attorneys and judges who have broken new ground in
the legal field or been notable “firsts.”
The end products will be usable by the Law Library for years to come, providing material
for educational programs, promotional materials and new relationships within the legal
community. The collected stories will be curated and excerpted to create a short video
and travelling exhibit intended to both inform and inspire others to achieve goals no
matter what types of barriers they face. The issues raised in the video and highlighted
in the exhibit will be utilized as the subject matter for a series of engaged dialogues
among facilitators, the community-at-large and student peers. These stories will also
serve as a springboard to programming for high school students featuring a deliberative
dialogue about past, current and future culturally imposed barriers to career
advancement in our society.
Several partners enthusiastically agreed to participate in the project with us and will add
depth, breadth, and specialized knowledge to the project. UCLA School of Law
Distinguished Professor Kimberle Crenshaw, a leading authority in Critical Race Theory
brings her expertise as a legal scholar, social scientist and educator to this project, and
will play an integral part in the interview process, helping develop the questions to be
asked and consulting in other areas of the project. Los Angeles Education Partnership
(LAEP), a local non-profit working in high poverty, multicultural communities in Los
Angeles County, is an integral partner in this project. LAEP is a pioneer and innovator in
school transformation with a focus on producing graduates ready for college, career and
life. They will provide in-kind support, lesson plan development in conjunction with the
project theme, assist with promotion and provide an intern to assist with administrative
matters.
The grant period extends over 18 months – January 2015 to June 2016.
THE AGREEMENT
The proposed Agreement is attached and is recommended for approval. It describes the
conditions and process for receipt and expenditure of grant funds. Execution of the
Agreement in and of itself does not legally obligate the Law Library to complete – or
even commence – the Project, although that is certainly our goal and intent.
Acceptance of funds, on the other hand, does obligate us to either expend those funds
in a manner consistent with the grant agreement or return them.
RECOMMENDATION
Staff recommends that the Board authorize the Executive Director to execute the grant
agreement and commence the project.
December 15, 2014
Ms. Sandra Levin, Executive Director
Los Angeles County Law Library
301 W. 1st St
Los Angeles, CA 90012-3140
Grant Number: COS14-437
Dear Ms. Sandra Levin:
Congratulations! We are pleased to inform you that Cal Humanities has awarded Los Angeles County Law
Library a Community Stories grant for “Opening the Door: Personal Stories of Groundbreaking Los
Angeles Lawyers and Judges.” We are excited to support you in your efforts to broaden awareness and
deepen understanding of issues of relevance to Californians.
We have agreed to award the amount of $9,897.00 to be matched by an equivalent contribution of nonfederal funds and/or in-kind services and materials or any combination thereof. The approved grant
award period for the project is from January 1, 2015 to June 30, 2016. Grant funds are only
applicable during the approved award period.
To receive your first installment of the grant award, please either print a hardcopy of the attached
agreement, sign, and scan it OR insert an electronic signature into the attached agreement. Then, log in to
the grantee portal (https://www.grantrequest.com/SID_348/?SA=AM) with the same username and
password used to apply for the grant, and follow the instructions for submission of this Requirement. If
you have any questions about submitting the grant agreement, contact Angelica Dongallo, Grants &
Programs Associate, at 415.391.1474 ext. 308 or [email protected]. All correspondence with our
office should include the above grant number.
For all other communications and if you would like to discuss the review comments for your proposal,
please contact Felicia Kelley, Senior Program Officer, at 213.346.3239 or [email protected].
Cal Humanities will be conducting an orientation webinar for grantees in January in order to review the
obligations of the grant award. Please indicate your orientation date preferences on this poll:
http://doodle.com/xanhpx4hgebrnp69. In the meantime, you have access to all grant-related
instructional materials and documents on our website at http://calhum.org/grants/community-stories.
We depend upon major support from the National Endowment for the Humanities to make these grants.
We encourage you to write your federal, state, and local representatives telling them about the importance
of your work and what this grant means to your community. We have provided a template for your use
and would appreciate a copy of any letters you send. Your efforts today can help make a difference in the
availability of future grants.
On behalf of Cal Humanities, I congratulate your receipt of this award. We look forward to a stimulating
humanities project.
Sincerely,
Christina Sutherland
Interim President & CEO
FK:ad
cc: Project Director
Felicia Kelley, Cal Humanities Senior Program Officer
GRANT AGREEMENT
Community Stories Grant Award
Funded by Cal Humanities
Date: December 15, 2014
Amount: $9,897.00
Grant Award Period:
January 1, 2015 to June 30, 2016
Between Cal Humanities
and
(hereinafter referred to as “Grantee” and collectively with Cal Humanities
referred to as “the Parties”)
For the project entitled:
“Opening the Door: Personal Stories of Groundbreaking Los Angeles Lawyers and Judges”
(hereinafter referred to as “Project”)
Upon full execution of this Grant Agreement (“Agreement”) Cal Humanities will provide a grant
award to the Grantee subject to the terms and conditions set forth below.
1. GRANT PAYMENTS
The total payment by Cal Humanities to the Grantee will not exceed the amount stated in
this Agreement, the grant award letter, or any written modification thereof. At least 30 days
should be allowed for the transfer of funds. Cal Humanities will make payments as follow:
a) First installment of 90% upon receipt of a signed Agreement by the Grantee to
acknowledge acceptance of grant award and the provisions outlined in this Agreement.
b) Final installment of 10% after the completion of Project activities and upon receipt of the
final report (consisting of Project statistics; responses to self-evaluation questions
regarding Project goals, objectives, and outcomes; complete final financial report
including information on matching funds; publicity materials; audience surveys; and two
copies of any final product resulting from the Project, as relevant) and confirmation by
Cal Humanities that the Project and final report are in compliance with the terms and
conditions of this Agreement.
2. ALLOWABLE COSTS
Grant funds may be expended only for Project purposes and activities described in the
proposal as originally approved or subsequently amended by Cal Humanities. The following
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costs describe what are allowable expenses for the purpose of this grant:
a) Project-related programmatic and administrative salaries and fringe benefits
b) Professional fees, including honoraria and stipends for humanities advisors,
interviewees, artists, technical consultants, etc.
c) Programming, publication, dissemination expenses (e.g., exhibit fabrication and
installation, venue rental, web page design, videography, broadcast or screening
expenses)
d) Travel, lodging, and per-diem expenses
1) Per Diem Reimbursements. Costs may not exceed the current rates allowable by Cal
Humanities ($61 per day for meals) and may be for lesser amounts at the Grantee's
discretion.
2) Travel Reimbursements. Whenever possible, less than first class accommodations
must be used for air or rail travel. If first class accommodations are required, they
must be preapproved by Cal Humanities. All air travel that is paid in whole or in part
with Cal Humanities funds must be undertaken on U. S. flag air carriers. If traveling
by automobile, the maximum mileage reimbursement rate authorized is 58.5 cents
per mile. When necessary, special provisions may be authorized.
e) Supplies and materials for program activities
1) Food Costs. When tied to Project activities, food costs are allowable with the
exception of alcoholic beverages. However, food costs for purely social activities
(banquets, receptions, reunions) are not allowable.
f) Equipment (rental, unless purchase cost is less)
g) Project-related administrative expenses including phone, postage, photocopying, and
printing
h) Marketing expenses (e.g., printing and mailing of announcements or flyers, or ad
placement)
i) Evaluation expenses
j) Program documentation
k) Fiscal sponsor or indirect administrative fees (only up to 10% of your request)
l) Lobbying Activities. Using grant funds to lobby decision makers to influence federal or
state legislation in any way is not allowable.
3. MISAPPLIED GRANT FUNDS
In cases where grant funds are determined by Cal Humanities to have been misapplied by
the Grantee, the Grantee agrees to repay all such funds or transfer to Cal Humanities all
property acquired through the use of such funds.
4. UNCOMMITTED GRANT FUNDS
Any grant funds received by the Grantee which remain uncommitted at the termination of
the grant period must be returned by check payable to Cal Humanities within six months of
the Project end date, unless Cal Humanities provides the Grantee with a written waiver of
this requirement.
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If Grantee cannot carry out the Project, Cal Humanities will determine if Grantee will need
to return a portion or all of the grant funds. Grantee will be responsible for furnishing to Cal
Humanities a summary of progress achieved under the award and an itemized accounting of
charges incurred against award funds and cost sharing, if any.
5. GRANT AMENDMENTS
Amendments or Modifications. During the term of this Agreement, either Cal Humanities or
the Grantee may request amendments or modifications to the Agreement. Requests for
amendment or modification shall be made in writing and shall specify the requested changes
and the justification for such changes. The Parties shall review the request for modification
taking into account regulations applicable to the grant program and the status and goals of
the Project. If the Parties determine that the Agreement should be so amended, an
amendment shall be made in writing and approved by the Parties in order to take effect.
a) Project Changes. Grantee is required to carry out a Project consistent with the proposal
approved for funding by Cal Humanities. If significant changes are necessary, proposed
changes and the justifications for such changes must be submitted in writing by Grantee
to the Community Stories program officer for approval before changes are
implemented. Change requests are considered on a case-by-case basis. Additional
information (e.g., update on specific Project activities, an itemized list of actual
expenditures to date, or revised timeline of Project activities) may be requested as
needed.
Significant changes include, but are not limited to, the following:
1) Change of the Grant Award Period. All Project activities and the commitment of
grant funds must occur within the period of support set out in this Agreement and
grant award letter. If Project cannot be completed on schedule, an extension may be
requested before the end of the original period of support. A revised Project timeline
must be submitted with an amendment request.
2) Change in Project Director and Other Key Personnel. If changes to the Project
director or other key professional personnel identified in the original proposal are
necessary, short biographies and contact information for new personnel should be
submitted with an amendment request. A change in the Project director brings an
automatic suspension of the grant until the new director has been approved by Cal
Humanities.
3) Changes in Project Scope. The Project purpose and objectives must be consistent
with those outlined in the original proposal. If changes in significant Project activities
are necessary, a revised Project timeline and/or budget, as relevant, must be
submitted with an amendment request.
4) Budget Revisions. If changes to Grantee’s approved Project budget involve the
addition or deletion of budget items that represent more than 25% of the grant, or
budget revisions due to a significant change in Project scope, a revised Project budget
must be submitted with an amendment request.
5) Change in the Grantee Organization. If a change to the grantee organization is
deemed necessary, Grantee must provide with an amendment request 1) a written
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rationale for withdrawing from the Project, 2) written accounting from authorizing
official of the Grantee of the disposition of all funds received and disbursed by the
Grantee, and confirmation that all requirements of the Agreement to date have been
met, and 3) a signed letter from the proposed grantee organization that attests to
their commitment to the terms of the Agreement and describes their role in the
Project. Once the above materials are submitted, written approval of the change in
Grantee is required from the Parties and the proposed grantee organization in the
form of a signed grant amendment before further action can be taken on the Project.
6. ACKNOWLEDGEMENT OF SUPPORT
Cal Humanities requires public acknowledgment of the projects it supports, as outlined in
the terms and conditions below. Prior to the production of materials for public information
or use and/or any public presentation of the grant-supported Project, the Grantee agrees to
provide such materials to the Community Stories program officer for approval at least 10
working days in advance. Cal Humanities will review the placement of logo and
acknowledgement for integrity and legibility and use its best efforts to provide suggested
revisions and/or approval within 5 business days of receipt.
Unless advised to the contrary, the following acknowledgment of Cal Humanities support
must be fully visible and/or audible on all materials publicizing or resulting from award
activities, including but not limited to film, radio and new media productions, publicity and
press materials, Project websites, displays, exhibits, public reports, etc.:
“This project was made possible with support from Cal Humanities, a nonprofit partner of the National Endowment for the Humanities. Visit
www.calhum.org.”
Additional acknowledgement requirements for specific formats and media include:
New media, web-based, and interactive projects: The Grantee agrees to include, at
the earliest possible date, the Cal Humanities logo and name, an active link to the website at
www.calhum.org, and the preceding credit line.
Film productions: For DVD packaging, public screenings, and online exhibition of both
the complete production, repurposed material, webisodes, and film trailers, Grantee shall
include the Cal Humanities animated logo at the beginning and end of the presentation and
provide a separate acknowledgement to Cal Humanities in the film’s funder credit list.
For broadcast, the Grantee shall include the Cal Humanities animated logo and the audible
credit language above at the beginning and end of the presentation and must provide a
separate acknowledgement to Cal Humanities in the film’s funder credit list. If, due to
broadcast stipulations, the Grantee is unable to use the animated logo, the Grantee agrees to
acknowledge Cal Humanities in direct relationship to the level of funding provided for the
project relative to any other sources of funding. In this circumstance, the Grantee will
consult with Cal Humanities staff at the earliest possible date to approve an alternate form of
acknowledgment.
Radio and audio productions: the Grantee agrees to provide verbal acknowledgement to
Cal Humanities with the preceding credit line following on all versions of the supported
production.
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Series: For awarded projects that constitute any form of a designated series (whether
broadcast, web-based, etc.), the Grantee shall provide the preceding credit, as appropriate to
the format or medium, to Cal Humanities on each series episode or edition for the duration
of the approved grant period or for the life of the media piece.
Public events, screenings, presentations, award ceremonies, etc.: the Grantee
agrees to verbally acknowledge the support of Cal Humanities at all such events. Whenever
possible, a Cal Humanities staff and/or board member should be invited and given the
opportunity to provide an introduction or welcome.
If due to, for example, unavoidable physical limitations of materials or broadcast
stipulations, the Grantee is unable to include the full acknowledgment above, the version
below may be substituted:
“This project was made possible with support from Cal Humanities, a partner
of the NEH. Visit www.calhum.org.”
As much as possible, presentations of projects funded by the grant award should be free and
open to the public. If registration or admission fees are necessary, Grantee agrees to provide
access to Cal Humanities staff and board members, free-of-charge, for such events.
Press media: Cal Humanities support should be mentioned in newspaper articles, radio
interviews, and other media activities.
All printed materials publicizing or resulting from grant activities shall also include the
following statement: “Any views, findings, conclusions, or recommendations
expressed in this [publication] [program] [exhibition] [website] do not
necessarily represent those of Cal Humanities or the National Endowment for
the Humanities.”
Please note that the Cal Humanities logos and acknowledgment language are available for
download in the Community Stories Grantee Toolkit at
http://calhum.org/grants/community-stories-grant.
If you have any questions regarding the forms of acknowledgment for your Project, please
contact the Community Stories program officer.
7. PUBLICITY AND PROMOTIONAL MATERIALS:
The Grantee agrees to work collaboratively with Cal Humanities staff and consultants during
the grant period on the publicity and promotion of grant-supported products and activities,
including providing in a timely manner information, promotional trailers, photos, etc.
(hereinafter “Materials”) for Cal Humanities communication vehicles, such as its website,
newsletters, social media sites, etc.
All Materials used by Cal Humanities are intended for public consumption and will be used
for non-commercial purposes to promote Cal Humanities grantees, programs, organization,
and mission. Supplied samples may represent the entire Project or a portion of it.
Please visit the Experiences and Blog sections of www.calhum.org or our social media sites
(accessible from the footer of the www.calhum.org home page) for examples of how
Materials may be used online. Submitted Materials become the property of Cal Humanities
5
and submission does not guarantee the use or publication of the Materials online or
otherwise. In submitting the Materials, Grantee hereby grants Cal Humanities a nonexclusive license to the Materials in whole or in part, in any form in perpetuity.
Specifications of text, images, and audiovisual Materials that may be requested for
submission to Cal Humanities are available at www.calhum.org.
8. ACCESS TO PRODUCED MATERIALS
For the purposes of this Agreement, the term "Produced Materials" refers to all intellectual
property, whether copyrighted or not, including but not limited to productions, displays,
exhibits, books, articles, transcripts, films, tapes, and other electronic media which are
produced by the Grantee or by participants enlisted by the Grantee as a result of activity
funded under this grant award.
The Grantee understands and agrees that the purpose of all grant activity is to inform and
educate members of the public on the broad areas of public concern with which this Project
was intended to deal. Toward this end, Cal Humanities and the Grantee agree to engage in a
relationship of good faith and cooperation to ensure that all Produced Materials will be
reasonably available to Cal Humanities.
Cal Humanities reserves a royalty-free, nonexclusive, and irrevocable right to reproduce,
publish, or otherwise use any Produced Materials, including copyrighted material, arising
out of grant activities for non-profit educational purposes. However, Cal Humanities’ use of
Produced Materials is not intended to interfere with or disadvantage the Grantee in the sale
and distribution of the award product.
This provision is subject to, modified by, and supplemented by any additional provisions in
this Agreement covering use of rights to all Produced Materials.
9. COPYRIGHT
Grantee may copyright any work that is subject to copyright and was developed, or for which
ownership was purchased, under the grant award.
If ownership and/or copyright of produced materials are claimed by any person other than
the Grantee such as scriptwriter, editor, consultant, filmmaker, author, or lecturer, the
Grantee agrees to take any action that shall be necessary to ensure that Cal Humanities
retains all rights that would accrue to Cal Humanities under this Agreement if copyright was
fully vested in the Grantee. The Grantee agrees to conduct its activities in such a manner and
to make such agreements with any other persons wishing to copyright produced materials to
ensure that Cal Humanities will continue to be able to exercise freely all its rights under the
provisions of this Agreement.
In the event that the Grantee transfers copyright or ownership of any produced materials for
distribution or for any other purpose, the Grantee agrees to take any action that shall be
necessary to ensure that Cal Humanities shall continue to be able to freely exercise all rights
reserved under this Agreement.
If the Grantee in transferring copyright or in allowing copyright to vest in any other person
fails to fully protect the rights reserved to Cal Humanities under this Agreement, then the
6
Grantee agrees to indemnify and hold Cal Humanities harmless from any claims, actions,
liabilities, losses, or expenses for which Cal Humanities might otherwise be held responsible
resulting from infringement in the use of material, invasion of privacy, libel, breach of
contract, or third party indebtedness.
10. REPORTING REQUIREMENTS
The Grantee shall provide the following:
a) Cultural Data Project Profile. The Grantee shall submit, within 90 days of receiving
notification of the grant award, a completed Cultural Data Project profile. This is an 11section online form that collects basic organizational information, revenue, expense,
marketing activity, balance sheet items, investments, loans and a wide range of nonfinancial information. For more information, please visit www.caculturaldata.org.
Certain grantee organizations may be exempt from submitting a Cultural Data Project
profile. Please contact the Community Stories program officer for more information.
b) Final Report. Within 90 days after the termination of the grant award period, Grantee
shall submit a final report consisting of Project statistics; responses to self-evaluation
questions regarding Project goals, objectives, and outcomes; complete final financial
report including information on matching funds; publicity materials; and audience
surveys.
Instructions on how to complete and submit the report are available in the Community
Stories Grantee Toolkit at http://calhum.org/grants/community-stories-grant.
Final Product. The Grantee shall also submit to Cal Humanities two copies of a digitally
accessible final product, as relevant. The Grantee also agrees to make additional copies
available for Cal Humanities staff and board upon request at a reasonable fee for
purchase or duplication.
A final report and product(s) must be submitted to and confirmed by Cal Humanities as
compliant with the terms and conditions of this Agreement before the Grantee will be
eligible to apply for another grant award. Furthermore, if no final report and product(s)
are submitted by the due date, the Grantee’s Project will be closed as “incomplete” and
the Grantee will not be eligible for future Cal Humanities funding.
c) Project-related Data and Information. The Grantee agrees to work collaboratively with
Cal Humanities personnel during and following the grant period to provide statistics and
other information relating to Project outcomes. This information will be used for
purposes including, but not limited to, reporting to the National Endowment for the
Humanities, evaluation, publicity and marketing, and development.
11. GRANT ACCOUNTING AND RECORD KEEPING
a) General. The Grantee shall maintain records and accounts consistent with generally
accepted accounting principles, and also shall provide for such fiscal control and fund
accounting procedures as are necessary to assure proper disbursement of and accounting
for grant Project funds. Accounts and supporting documentation relating to Project
7
expenditures shall be adequate to permit an accurate and expeditious audit.
b) Matching Funds. The Grantee shall maintain records to demonstrate that matching
contributions are not less than the amount proposed in the proposal or any subsequent
revision thereof. Other federal funding sources cannot be used as match. The amount of
the Grantee’s contribution is subject to audit.
c) In-Kind Contributions. Some objective record as to both type and value of in-kind
contributions by the Grantee (such as signed in-kind contribution forms) is required.
When the contribution is made by a third party, written evidence from the third party is
required as to both type and value. In-kind contribution reports must be kept on file by
the Grantee for three years following the submission of the final financial report.
12. PROJECT INCOME
a) Reporting Income. All income earned by the Grantee as part of the implementation of
the grant Project shall be accounted for and reported by the Grantee to Cal Humanities.
b) Use of Earned Income. Any income earned from, for example, registration fees, service
charges, or admission fees, sales, or similar sources during the conduct of the Project
shall be used by the Grantee for Cal Humanities approved Project activities and should
be reported in the final financial report. If the income cannot be so used, it shall be used
to decrease charges to the grant and to the Grantee’s cost share.
c) Interest on Grant Funds. Grantees may not earn interest in excess of $250 on grant
award funds in a fiscal year.
13. AUDITS
Cal Humanities may inspect and audit the Grantee's financial accounts and records, or may
designate a qualified person to do so on its behalf, at any time during reasonable business
hours and with such frequency as may be deemed necessary. Inspection and audit may
include prefunding visits to determine the adequacy of the Grantee’s accounting system. In
addition, the National Endowment for the Humanities and the United States General
Accounting Office may conduct inspections and audits when and to the extent deemed
advisable.
FINANCIAL RECORDS MUST BE KEPT ON FILE FOR A MINIMUM OF THREE YEARS
FOLLOWING THE TERMINATION OF THE GRANT PERIOD. The required retention
period may be extended by written notification from either Cal Humanities or the National
Endowment for the Humanities.
This requirement also includes the right of the federal government to make an audit of any
third party accounts related to the grant.
14. DATA COLLECTION
The Grantee may collect information from the public in connection with a research or other
general purpose Project on its own initiative. The Grantee shall not, without prior approval
from Cal Humanities, in any way represent that the information is being collected by or for
8
Cal Humanities or the National Endowment for the Humanities.
15. ENTIRE AGREEMENT
This Agreement is the complete and integrated agreement between Grantee and Cal
Humanities. Any changes to this Agreement must be formally requested in writing to Cal
Humanities. No prior or contemporaneous oral agreements between Grantee and Cal
Humanities shall be of any force or effect.
16. COMPLIANCE
The Grantee certifies that it is in compliance with the provisions on Title VI of the Civil
Rights Act of 1964; Title IX of the Education Amendments of 1972; the Age Discrimination
Act of 1975; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities
Act of 1990; the Byrd Anti-Lobbying Amendment; the Native American Graves Protection
and Repatriation Act of 1990; the National Historic Preservation Act of 1966; the U.S.
Constitution Day Education Program; the Coordination of Geographic Information and
Related Spatial Data; Labor Standards under Sections 5(i) and 7(g) of the National
Foundation of the Arts and Humanities Act of 1965; and the regulations issued pursuant
thereto by the National Endowment for the Humanities (Code of Federal Regulations, Title
45, Chapter XI).
The Grantee confirms its non-profit status and is not debarred, suspended, or otherwise
excluded from or ineligible for participation in federal assistance programs in violation of
the regulations implementing Executive Order 12549 "Debarment and
Suspension.” Further, in accordance with Public Law 111-88 Sec.427, no funds made
available under or through an NEH award may be distributed to the Association of
Community Organizations for Reform Now (ACORN) or its subsidiaries.
17. NON-COMPLIANCE
Should Cal Humanities find the Grantee to be non-compliant with regard to any of the
conditions set forth in this Agreement, Cal Humanities agrees to give written notice of noncompliance and give the Grantee thirty (30) days to remedy the non-compliance cited by Cal
Humanities. Under such circumstances, Cal Humanities may, at its option, suspend its
duties to pay all or any remaining grant monies unless non-compliance is remedied by the
Grantee within the thirty (30) day time period. If the Grantee fails to remedy said noncompliance, Cal Humanities reserves the right to terminate this Agreement. If Cal
Humanities terminates this Agreement for reasons of non-compliance, the Grantee agrees to
return any unobligated funds along with any funds expensed for purposes unallowable
under the terms and conditions of this Agreement. Settlement of irrevocable obligations
properly incurred shall be eligible for reimbursement by funds granted under this
Agreement.
18. INDEMNITY
In addition to the provisions of Section 15, the Parties agree to indemnify and hold each
other and their predecessors, successors, directors, officers, employees, and agents harmless
9
from any and all claims, demands, causes of action, and liabilities, except for those arising
out of the sole gross negligence or willful misconduct of a Party in the performance of the
obligations set forth in this Agreement.
10
Community Stories
Grant Agreement Signature Page
Date: December 15, 2014
Grant Amount: $9,897.00
Grant Award Period: January 1, 2015 to June 30, 2016
Project Title: “Opening the Door: Personal Stories of Groundbreaking Los Angeles Lawyers
and Judges”
Name and Address of the Grantee Organization:
Los Angeles County Law Library
301 W. 1st St
Los Angeles, CA 90012-3140
By signing this Agreement and accepting the Cal Humanities grant award, Grantee assumes legal,
financial, administrative, and programmatic responsibility for administering the award in accordance
with all of the provisions and conditions set forth in this Grant Agreement.
Print Name of Authorizing Official at the Grantee Organization
Title of Authorizing Official at the Grantee Organization
Signature of Authorizing Official at the Grantee Organization
Date
Print Name of Project Director
To receive your first installment of the grant award, please either print a hardcopy of the attached
agreement, sign, and scan it OR insert an electronic signature into the attached agreement. Then, log in to
the grantee portal (https://www.grantrequest.com/SID_348/?SA=AM) with the same username and
password used to apply for the grant, and follow the instructions for submission of this Requirement. If
you have any questions about submitting the grant agreement, contact Angelica Dongallo, Grants &
Programs Associate, at 415.391.1474 ext. 308 or [email protected].
Note: The award check will be mailed to the attention of the authorizing official at the Grantee’s address
stated above. If this address is incorrect or if the check should be mailed to another address or person,
please provide the correct information in the space below.
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SENDING A THANK-YOU LETTER
TO YOUR CONGRESSPERSON AND SENATORS
Cal Humanities depends upon the support of the National Endowment for the Humanities and
others to make these grant awards. We encourage you to send a letter, email, or fax to your
political representatives letting them know about the importance of your work and what this
grant means to your community.
We have provided a template below for your use and would appreciate a copy of any letters you
send, either by mail or a PDF emailed attachment. Your efforts today can help make a difference
in the availability of future grant funding. An electronic version of this letter is also available on
our website at http://calhum.org/grants/community-stories.
Please note that redistricting has taken place as of January 2013, which means that
all congressional district lines prior to 2013 have changed and your former
congressional district number is no longer valid. See the below links to ensure the
grantee organization’s correct political district(s).
Based on the Grantee Organization’s zip code, your Congressional Representatives are:
U.S. Senate
Senator Dianne Feinstein
Senator Barbara Boxer
U.S. House District 34
http://www.house.gov/representatives/find/
CA Senate District 22
http://findyourrep.legislature.ca.gov/
CA Assembly District 53
http://findyourrep.legislature.ca.gov/
We strongly encourage you to invite your Congressional Representatives to all project-related
public events, and informing us if they or members of their staff attend.
If you require additional assistance please contact External Affairs Coordinator Jody Sahota at
415.391.1474 ext. 303 or [email protected]
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[DATE]
The Honorable Jane Doe
[ADRESS]
[CITY], [STATE] [ZIP]
Dear Representative Doe:
I am pleased to inform you that we have received a prestigious Community Stories grant
award for [PROJECT TITLE] from Cal Humanities, in partnership with the National
Endowment for the Humanities (NEH). Community Stories projects give expression to the
extraordinary variety of histories and experiences of California’s places and people. Our
project would not be possible without the help of Cal Humanities.
Cal Humanities received nearly $650, 00 in requests, however was only able to fund
approximately $160,000 in awards. The demand for programs that explore the issues of
significance to Californians is extraordinary and we are honored to have received an award.
[PROJECT TITLE] will [PROJECT DESCRIPTION]. [ORGANIZATION NAME] wants to
thank you for your ongoing support, and your commitment to providing access to highquality humanities projects to residents of California. This support is both an investment in
our organization and in the social fabric of our state.
As you may know, state humanities organizations are unique entities that support the
public’s engagement with the humanities and receive their core funding from the NEH’s
Federal-State Partnership program. We ask for your support to increase much-needed
funding for NEH, which would translate into more projects like ours within your district and
throughout California. By sharing the stories of our past and present, learning about what
distinguishes us and what brings us together as people, projects like this one help us to
strengthen our democracy as we work together to build a common future.
Thank you for your continued support of Cal Humanities and the National Endowment for
the Humanities.
Sincerely,
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AGENDA ITEM 4
CLOSED SESSION
4.1
Personnel (G.C. 54957). Public Employee Performance Evaluation. Title:
Executive Director.
4.2
Conference with Labor Negotiator (G.C. 54957.6). Library negotiator: Board
President, Hon. Ann I. Jones. Unrepresented employee: Executive Director
AGENDA ITEM 5
DISCUSSION ITEMS
5.1
Discussion and Potential Action Regarding Increase to Executive Director
Compensation.
5.2
Update Regarding Programming for Businesses and Entrepreneurs.
AGENDA ITEM 5.0 | DISCUSSION ITEM 5.2
MEMORANDUM
DATE:
January 21, 2015
TO:
FROM:
Ryan Metheny, Librarian
RE:
Update Regarding Programming for Businesses and
Entrepreneurs.
THIS WILL BE AN ORAL PRESENTATION.

agenda - LA Law Library

Transcription

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